VACANCY ANNOUNCEMENTS

PROGRAMMING AND TRAINING SPECIALIST

AMERICAN EMBASSY/PEACE CORPS/HONDURAS
Tegucigalpa, Honduras

Position Title: Administrative Assistant for Safety & Security and

Medical Unit

Area of Consideration: All interested candidates.

Location of Position: Peace Corps/Honduras

Closing Date: November 30, 2009

Security Clearances Required: Yes

Hours of Work: Monday through Friday: 8:00 a.m. to 5:00

p.m./ 40 hours per week. (Position will require
duty outside of regular work schedule).

BASIC FUNCTION OF POSITION:

Responsible for providing administrative support in the areas of Safety and Security, Medical, and
Volunteer services to the Peace Corps/Honduras program.
MAJOR DUTIES AND RESPONSIBILITIES:
Safety and Security Administrative Assistance 45%
1. Lead staff person who receives from Volunteers, via email, phone calls, phone text messages and in
person, Volunteer’s whereabouts information, and who is responsible for entering all required
whereabouts information into the VIDA database. This is a key task that must be undertaken a
variety of times on a daily basis.
2. With SSC’s review and approval, submits weekly PCV Whereabouts Report to Senior Staff and Duty
Officer.
3. Assists the Safety and Security Coordinator (SSC) with the planning, preparation and closeout of the
logistical, administrative and financial requirements for Regional Meetings, EZone training events or
other training/meetings that fall within the SSC’s responsibility. Key tasks include:
- Sending invitations to the events to PCVs, keeping track of responses and following up on those
who have not yet responded.
- Completing a workshop planning form.
- Arranging lodging and meals and transportation to support trainings and meetings.
- Making photocopies of needed materials, and gathering together required resources, materials
and equipment for the event.
4. Under the direction of the SSC or Duty Officer, sends advisory text messages and/or email messages
to EZone Coordinators.
5. Maintain and updates Staff Duty Rosters, serves as the go-between person in the transfer of duty
phone/binders, and ensures the next serving staff is aware of upcoming duty officer. Updates posting
of Duty Officer List on the respective office bulletin boards.
6. Maintains and updates the contents of Duty Officer binder.
7. Maintains and updates the contents of the EZone binders, done in coordination with the SSC and
EZone Coordinators.
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8. Scans and enters into VIDA the site locator forms of Trainees and Volunteers.
9. Reviews and tracks PCV office attendance sheets. Provides SSC and PTO with quarterly reports.
10. Maintains a tracking sheet that records which Volunteers have turned in their site locator forms.
Contacts those Volunteers who have not sent in a completed site locator form.
11. Maintains a tracking sheet that records, which Volunteers have received personal alarms. Advises
SSC about those PCVs who still need an alarm.
12. Maintains geographic maps of PCV site locations in the PCH conference room and, in coordination
with GSO, the Embassy Conference room.
13. Manage filing of safety & security files/documents.
14. Assist in other administrative tasks, as directed by SSC.
15. Assists in the implementation of the EAP, a communications drill or in any other safety and security
measure when requested by their supervisor, the Country Director or the Safety and Security
Coordinator. Reports any direct or in-direct knowledge of a safety and security incident experienced
by a Volunteer or Trainee to the Safety and Security Coordinator.

Receptionist Duties 5%
1. Responsible for the switchboard during designated times. Transfers incoming phone calls to
appropriate employees.
2. Places phone calls on behalf of Peace Corps authorized personnel and Volunteers. Maintains a log
of outgoing long distance telephone calls.
3. Reports any problems with the telephone systems to IT Specialist.
4. Receives guests and visitors to the office compound and informs respective PC staff of their guests’
presence.
5. Maintains staff telephone lists and PCV telephone card up-to-date and distributes list/card as
instructed by SSC.
6. Serves as Alternate Administrative Assistant Volunteer and Administrative Support.
7. Assists in other administrative tasks, as directed by the SSC or HR Specialist.
Medical Unit Administrative Assistant 50%
1. Plans own activities in accordance with established deadlines, requirements and needs of the
Medical Unit. Will create a daily calendar that reflect the different activities from the medical unit she
is involve in with the 3 PCMOs, to monitor the accomplishment of these activities on time.

2. Responsible for the orderly maintenance and confidentiality of general medical files and individual
volunteer medical files as instructed by PCMO/Coordinator. With guidance form the
PCMO/Coordinator, secures Health Records as per TG 210 and ensuring the Medical Records are
promptly shipped after COS according to TG 210, Section 5.

3. During the Training cycle, Responsible for downloading the Medical information of the PC Trainees
and place it orderly in its respective Medical Files. Prepare and send to Country Desk Officer the
PCT’s medical questionnaires, Vaccines information and instructions. Prepare a list of medical
supplies to be given during the first day of the Training cycle. Assist PCMO to review all medical
information provided by PCT’s in order to find out how many people needs Vaccines, special site
placement, special medications etc.

4. Responsible for the efficient planning and organization of medical workshops that are part of the PST,
IST (Reconnect) and COS events. Also responsible to prepare all reports and vaccinations for
regional meetings and any other assistance requested by the PCMOs.

5. Prepares budgets, for the PCMOs participating in workshops and for the administrative preparation of
the medical MidTerm events.

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6. Responsible for the vaccines inventory system, ensuring that the levels of supplies are appropriate
for routine and unexpected events, reviews inventory levels, report to PCMO the need to prepare
timely procurement requests and follows up on their fulfillment.
7. Assists in preserving an atmosphere of trust, support and confidentiality within the Health Unit to
safeguard the privacy of Volunteers according to Peace Corps guidelines and requirements
maintaining a high degree of accuracy when dealing with Volunteers’ medical records.

8. Responsible for the efficient management of the logistics of medical workshops that are part of the
PST, IST like Reconnect, Regional meetings and COS events. Coordinate hotel reservations for
PCMOs, PCVs participating in the events, facilitate any other logistical arrangement needed to
enable PCMOs to focus on their interaction with Volunteers.

9. Also assists the PCMOs for the preparation of site visits, all training activities and vaccination.

10. Responsible for maintaining a clean and orderly environment in the Health Unit, specially the
Pharmacy, meeting area and preparation room ensuring that the janitorial crew thoroughly cleans
and disinfects the patient areas.

11. Assist with any other administrative task required by the Medical Unit.

QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE:

1. Education: High school degree.
2. Experience: One year of progressively responsible experience as Administrative Assistant
/receptionist or a closely related field is required.
3. Language: Level IV spoken and written English and Spanish.
4. Knowledge: A good working knowledge of applicable Peace Corps Manual regulations is required.
5. Abilities: Ability to maintain good working relationships with Peace Corps staff (American and
Honduran) and Volunteers. Must be highly organized and able to multi-tasks. Must be able to work
under pressure.
POSITION ELEMENTS:
a) Supervision Received:
The incumbent’s work is overseen by the Safety and Security Coordinator and lead PCMO, and
supervised by the HR Specialist.
b) Supervision Exercised
None
c) Available Guidelines
Peace Corps Manual pertinent sections and the PC/Honduras Volunteer Guide to Policies and
Procedures.
d) Exercise of Judgment
The incumbent utilizes available guidelines for most matters, however, this individual must be able to
make judgment calls when the need arises.
e) Nature, Level and Purpose of Contacts
Incumbent has contact with Volunteers, PC/Staff, medical service providers and vendors.
f) Authority to Make Commitments:
The incumbent is not authorized to make commitments for Peace Corps Honduras.
g) Time Expected to Reach Full Performance Level:
Six months.
TO APPLY: Any person interested in applying for this position should submit a cover letter and resume in
English. The cover letter and resume must contain all the information necessary to show that applicant
possesses the education, experience, skills and language abilities to perform this work. Failure to provide
information will result in disqualification for the position. Please ensure that the resume makes
reference to the position title mentioned in this announcement. Send application to:

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vacantes@hn.peacecorps.gov. Please send documentation no later than November 30, 2009.
Applications received after this date may be considered at the discretion of the Contracting Officer.