Receptionist/Administrative Assistant

Peace Corps The Gambia

Company Website

https://gambia.peacecorps.gov

Company Email

HRM@gm.peacecorps.gov

Job Type

Contract

Location

Fajara

Address

Fajara

Description :

  • OPEN TO: All interested candidates with the required work and/or residency permit for employment in The Gambia
  • CLOSING DATE: 15 December 2017
  • WORK HOURS: Full-time, 40 hours/week
  • SALARY RANGE: 215,283- 248,947 GMD

BASIC FUNCTION OF POSITION

The Receptionist/Administrative Assistant (R/AA) provides administrative and logistical support for the Peace Corps office in Fajara, The Gambia. Work will be assigned by the Director of Management and Operations (DMO) and will include but not be limited to reception and human resource/administrative tasks as assigned. The R/AA shall be expected to maintain files and calendar; make appointments; serves visitors by greeting, welcoming and directing them appropriately; notifying staff personnel of visitor arrival; sort and circulate mail and other documents to appropriate PC staff, and serve as official timekeeper. The R/AA will also draft and prepare routine correspondence, maintain efficient flow of information and observe strict confidentiality at all times. Works with Contracting Officer to collect quotes for venues and assists Human Resource to organize interview paper work.

Administrative functions:

  • Prepare information packets for guests and consultants
  • Manage work orders
  • Analyze supply requests using spread sheets to determine eligible vendors
  • Evaluate the stock of office supplies, record supplies disbursed and order new supplies as necessary
  • Coordinate monthly newsletter
  • Work with HR to organizes packet for interviews
  • Works with DMO to request and compile hotel/venue quotes and compiles uniformly
  • Act as a back up to Admin staff’ Volunteer support coordinator
  • Act as Time keeper for Post, collect bi-weekly timesheets for approval by appropriate staff
  • Book reservation for PCV accommodation at both Transit Houses
  • Maintain staff vacation tracker
  • Manages PCV/T parcels/postages. Send out diplomatic pouch and ensure that mailing comes and goes in a timely manner
  • Place calls, answer phones, record messages, and verify that messages have been received by staff and volunteers
  • Greet visitors; notify staff promptly of visitors and direct visitors and contractors accordingly
  • Direct queries regarding Peace Corps to the appropriate staff member
  • Keep the reception area quiet, professional, clean, and organized
  • Maintain bulletin board and staff whereabouts in the reception area and update Outlook office calendar
  • Receive and log registered mail (FedEx, DHL, and official mail)
  • Update telephone directory database
  • Maintain confidentiality on all official communications within the Peace Corps Office
  • Maintain Volunteer Sign-In and Whereabouts log and summarize data monthly
  • Respond to emergencies in accordance with the Peace Corps Emergency Action Plan
  • Immediately report safety and security incidents to appropriate senior staff member
  • Assist the travel officer in the preparation of staff and volunteer travel arrangements and the updating of Travel Authorizations (TAs)
  • Prepare reports on things such as; activities at the Fajara Transit House/Basse Sub-Office, utilities, and work order status
  • Act as a receiving official for all packages and supplies that are delivered to Peace Corps
  • Receive and copy aspiration statements and resumes for trainees and distribute accordingly
  • Update Peace Corps policy documents and volunteer material as needed by senior staff

QUALIFICATIONS

Language Requirement

  • Fluency (Level 4) in written and spoken English is required.
  • Fluency in written and spoken Mandinka, Wolof and/or other local languages is preferred.

Past Work Experience

  • Minimum of one year experience performing progressively responsible secretarial or administrative work that preferably included data analysis.
  • One year performing similarly described administrative work in a government agency, international organization or the equivalent is required.
  • A good understanding of office procedures is required.

Professional/Technical Training

  • Proficiency in Microsoft Office Suite is required. Expertise could be achieved through work experience or documented training.
  • Completion of secondary school is required.
  • Post-secondary education in management, accounting, or receptionist skill development is preferred.

Abilities

  • The ability to operate a computer, and prepare documentation quickly and without errors is required.
  • The ability to work in the entire Microsoft office Suite is required, including Word, Excel, Access, Outlook and PowerPoint is required.
  • The ability to obtain a security clearance and a medical clearance is required.
  • The ability to work as part of a team is required.
  • The ability to work successfully in cross-cultural situations with Americans is required.
  • The ability to write effectively and concisely in English is required.
  • The ability to effectively organize time and activities to meet reporting deadlines is required.
  • The ability to multitask is required.

Submit a cover letter and a detailed resume with three reference contacts via email only to: HRM@gm.peacecorps.gov submit a hard copy to our office at 78 Kairaba Avenue. No phone calls please.

NOTE: ALL NON-GAMBIAN APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS ALLOWING WORK IN COUNTRY BEFORE BEING ELIGIBLE TO APPLY.                              

The deadline for applications is 15 December, 2017. Applications received after this date will not be considered. For additional information regarding Peace Corps, please visit our website at https://gambia.peacecorps.gov

Only Short-listed candidates will be contacted for an interview.

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