Executive Assistant
 
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Ad title: Executive Assistant
Provided by: Peace Corps
Published: Feb 8 / Deadline: Feb 25
Attached file: 165767-pc.zip
The Peace Corps Georgia Executive Assistant is responsible performing standard administrative, secretarial, and volunteer support functions for the Country Director (CD) in support of the Country Director`s duties. S/he reports to the Country Director and cooperates with all Peace Corps staff.

Minimum Qualifications:

** University degree in a relevant field of study.
** Minimum of two years of related work experience with relevant government agency, not-for profit organization, or private business required, or one year of Peace Corps related experience.
** Excellent oral and written communication skills in both Georgian and English.
** Ability to provide written and oral translation between Georgian and English.
** Strong computer skills - Outlook, MS Office, internet, social media, and databases.
** Flexible approach, ability to work independently and to effectively multi-task.
** Demonstrated ability to work well under deadlines, and in a fast-paced environment.
** Experience working with foreign organizations or in a multicultural environment.
** Ability to establish and maintain effective working relationship with others; team-oriented, courteous, and professional.

Desired Qualifications:

** Experience/interest in writing, communications, and public relations.
** Strong organizational skills and experience/interest in records management.
** A good sense of volunteer/community service and an interest in promoting the development goals of Georgia.

Administrative Support:

** Assists official visitors; prepares itineraries, hotel reservations, briefing materials, official appointments, travel assistance and secretarial support as needed. Coordinates Peace Corps` hosted international conferences, including preparing the conference venue, welcome packets and providing overall administrative support to the conference and conference participants.
** Prepares and processes all necessary host country registration documents for USDH staff and their dependants and visas for all official international staff travel.
** Maintains and communicates an up-to-date directory of staff contact information. Ensures Post has an up-to-date directory of embassy contact information.
** Receives and distributes mail, cables, packages and other correspondence. Assigns and manages Volunteer mailboxes.
** Drafts letters and correspondence for senior staff.
** Photocopies and binds printed materials as needed.
** Provides written and oral translation for USDH staff as necessary. Translates Georgian and English materials as necessary.
** Serves as Records Manager for Post, training and supporting staff to maintain an organized system of hard copy and electronic files.

Secretarial Support:

** Provides secretarial support, primarily for the Country Director.
** Attends staff meetings; takes notes and records and files minutes.
** Processes performance evaluation/appraisal forms for employees supervised by Country Director.
** Notifies Country Director when reports are due; prepares completed forms.
** Ensures proper delegation of authority is made during the Country Director`s absence.
** Makes arrangements for all official social functions.
** Maintains and updates Volunteer, trainee and staff rosters, including Volunteer Information Database Application (VIDA) records.

Maintains files and keeps the filing up to date in the following categories:

Volunteer Support:

** Processes applicable Peace Corps Volunteer records.
** Prepares cables and processes necessary documentation for Peace Corps Volunteer group arrivals, Completion of Service (COS), and other procedures as requested. Maintains accurate and up-to- date address records of PCVs. Updates and maintains the Volunteer Handbook in cooperation with the Country Director.
** Coordinates and facilitates all visa and local registration procedures necessary for Volunteers to live and work legally in the host country.
** Serves as the Information Resource Center (IRC) Manager.
** Helps to coordinate submissions for the weekly newsletter.
** Manages the whereabouts notification system and processes leave requests. Coordinates closely with the PMs and SSC to ensure the procedures are implemented in a timely and consistent manner.
** Acts as Language Proficiency Interview (LPI) tester.

Medical Supply Inventory Clerk (MSIC):

** Maintains Medical Inventory Control Log to record the inventory status of all specially designated medical supplies or controlled substances.
** Receives the package of forms included in shipment and the PC-734B signed by Acceptance Point Clerk and the Peace Corps Medical Officer (PCMO) and records receipts in the Medical Inventory Control Log.
** Quarterly submits Medical Inventory Control Log to CD for review.
** At least monthly receives Copies of PC-734 D forms (Record of medical supply dispensed) and PC-734E forms (Medical Supply Disposal Form).

Communications and Public Relations:

** Collaborates with IT Specialist on Post web site to keep it updated and relevant.
** Collaborates with staff to create Volunteer success stories and other creative means to document impact.
** Keeps a database and complete files of all media stories (press releases, news articles, video clips) associated with the Post and with Volunteers` work.
** Helps to ensure Post creates and disseminates an annual report and other regular updates to partners.

Safety and Security Support:

Serves as the back-up Safety & Security Coordinator (SSC). In the absence of the SSC, provides safety and security support to Volunteers and staff and assures that appropriate coordination, record keeping, and reporting for all Volunteer safety and security matters occurs.

Level and effort: Performs duties during a 40-hour work week at a set work schedule. Events may require occasional work in the evenings, weekends, and holidays.

How to apply:

Application form is available in the attachment. All applicants must submit by e-mail to vacancy@ge.peacecorps.gov the following:

** Completed application form (see attached);
** Resume or CV; and
** Cover letter with the detailed description of how you meet each of the qualifications required for the position.

Please indicate in the subject line of your email the position you are applying for. Applications not meeting the criteria given above will not be considered.
 
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