Training Site Secretary

Training Site Secretary (TSS)

Location: Outside of Kathmandu
Work Hours: The TSS will be required to follow a six-day work week and work during
holidays. Working hours are not limited to 8:00 AM – 5:00 PM.
Reports To: Training Coordinator

Position Summary:

Under the direct supervision of the Training Coordinator (TC), the Training Site Secretary (TSS)
assists the Training Administrative Assistant (TAA) in secretarial and logistical support,
knowledge management, property management and inventory, to ensure an effective and
efficient Pre-Service Training (PST). Under normal working conditions, the TSS works on site at
the PST site in a Nepali community during the contract period. The TSS delivers and
participates in small group information sessions for Peace Corps Trainees (PCTs) and Peace
Corps Volunteers (PCVs) in person.

REQUIRED QUALIFICATIONS:

Education: Higher Secondary Education (+2) or equivalent.
Language Proficiency: Professional oral and written English and Nepali proficiency.

REQUIRED QUALIFICATIONS:

1. Minimum of six months of experience performing secretary and/or administrative tasks.
2. Proficiency in Microsoft Office (especially MS Word, Outlook, and Excel).
3. Ability to type both in English and Nepali.

DESIRED QUALIFICATIONS:

1. Experience greeting visitors, answering phones, taking messages, and redirecting requests
for information to the appropriate points of contact.
2. Experience organizing files and also copying, binding, and scanning documents.
3. Experience conducting office supplies inventory, anticipating needed supplies; assisting
with placing and expediting orders for supplies; and verifying receipt of supplies.
4. Experience creating and managing staff travel plans and schedules.
5. Experience partnering with individuals with marginalized social identities (caste, ethnicity,
sex, sexual orientation, gender identity, religion, and so on) in Nepal.
6. Experience in navigating language and culture in a rural village community setting in Nepal.

Knowledge, Skills, and Attitudes:

• Communication: Strong communication and interpersonal skills, conflict
  management skills, diplomacy and tact with staff, Volunteers, Trainees, community
  members and membe
• Motivation: Ability to work independently and proactively, is self-motivated and
  adaptable to constantly changing situations, and accepts responsibility.
•  Professionalism: Maintains confidentiality regarding Volunteer issues and other
  information, and possesses a strong sense of integrity. Sets a positive example for peers
  and PCVs in performance of professional duties (is punctual, diligent, well-groomed, etc.).
  Acts as a team member in a consensus-building atmosphere, encourages constructive
  feedback and accepts suggestions for improvement, and willingly responds to reasonable
  requests from both colleagues and supervisors in a timely manner.

Candidates will receive credit for all qualifying experiences, including volunteer experience. To
ensure full credit for your experience, please indicate dates of employment by month, day, and
year and the number of hours worked per week in your resume.

MAJOR DUTIES AND RESPONSIBILITTES

PRESERVICE TRAINING SUPPORT:

1. Collaborates with the TC and TAA to create, reproduce, collate, distribute and file
training handouts, session plans, reports, correspondence, and memos.
2. Coordinates the preparation (duplication, distribution) of necessary learning materials.
3. Develops and maintains a filing system (electronic and hard copy) for all training related
documents.
4. Coordinates with the TC and TM on the distribution of training supplies and equipment.
5. Ensures that vehicle logbook is up to date and per trip and submits weekly log to GSM
for final review.
6. Makes travel arrangements for PCTs and staff, submitting requests for travelers’ air
ticket and extra vehicles to the PC/Nepal Office in a timely manner.
7. Drafts weekly schedule for PST vehicle trips in coordination with TC and core staff
member.
8. Responsible for assisting hub site staff in managing meals during the PST period.
9. Arranges accommodation for resource person/PCVs and PC staff if they are staying at
the PST site. Ensures all meals are on time during the hub days.
10. Assists the TAA in inventory and packaging of PST supplies and equipment,
recommends purchases in order to maintain adequate inventory of necessary training
supplies.
11. Collaborates with the TAA to maintain storage areas with emphasis on organization,
logical use patterns, and security. Assists in monitoring and safeguarding of all the PC
properties and recommends corrective actions to TAA and TC as needed.
12. Ensures effective communication between the training hub site and the training
clusters, and between the hub site and the Peace Corps Office in Kathmandu.
13. Manages the training site mail distribution procedure in coordination with the TAA and
PST Drivers.
14. Makes appointments for PST staff as requested.
15. Identifies and confirms accommodation for visitors staying at the training site and
assists the TAA and Drivers in travel planning.
16. Participates in General TOT.
17. Assists in monitoring the safety and security situation in and around PST sites and
reportsany concerns immediately to the Training Coordinator.
18. Integrates into the community at the Training site, with a focus on developing
positive relationships with community members during PST.
19. Carries out additional duties as assigned by Training Administrative Assistant, Training
Coordinator, or Training Manager.

OCCASIONAL MONEY HANDLER

The PSC may be required to courier cash and/or purchase orders to various vendors who
furnish supplies and/or services to training sites, or other locations as directed by the
Contracting Officer. The PSC may also be required to courier cash to PCTs or Volunteers. The
PSC will not be functioning as a procurement or disbursing official but will only be acting as an
intermediary between the Contracting or Disbursing Officer and the recipient. In the case of
dealing with vendors, the PSC will not exercise any procurement discretion concerning the
supplies or services to be purchased or the cost limits of these purchases; these will be
determined by the Contracting Officer.

SAFETY AND SECURITY

1. Is knowledgeable of the Peace Corps Emergency Action Plan (EAP) and in the event of
an emergency conducts his/her role in helping to ensure the safety of Peace Corps
Trainees and Staff.
2. Assists in planning for maintaining safety and security, and maintains vigilance in
identifying, reporting, and responding to safety and security incidents to the TC and
Peace Corps Safety and Security Manager.
3. Collaborates with TAA and TC to periodically evaluate the safety and security
situation of the Training Site.
4. Integrates into the community at the Training site, with a focus on developing
positive relationships with community members during PST.
5. Strictly follows Peace Corps Nepal infectious disease mitigation protocols and guidance
including physical distancing, PPE, usage of mask, accommodation, number of
participants present at any event, as specified by the agency guideline.
6. Regarding infectious disease safety, staff monitor their own symptoms, manage risks,
and ensure that those around them are also following the correct procedures.
7. The Contractor is required to follow any workplace health and/or safety rules indicated
for their position specified in a Peace Corps policy.

OTHERS:

1. As required and instructed by the TAA and/or Training Coordinator during training.
2. In addition to the specific tasks outlined in this Statement of Work, the intermittent PSC
may support other related duties for Peace Corps/Nepal as assigned. These duties may
include but are not limited to supporting Volunteers during in-service training, providing
ad hoc site management support, and/or remote Volunteer learning.
3. Follows Peace Corps Policies and Guidelines for Professional Trainer/staff behavior
HOW TO APPLY:

Carefully review the full advertisement and Statement of Work for the above listed positions
online at https://np.usembassy.gov/embassy/jobs/.

For your application to be marked as complete and considered for further review:

•  By email: Submit (1) your resume, (2) a brief cover letter in English, and (3) include the
  position to which you are applying for in the subject line to nepaljobs@peacecorps.gov.
• By mail or hand delivery: Provide (1) your resume, (2) a brief cover letter in English, and (3)
  include the position to which you are applying at the top of the cover letter and send to
  U.S. Peace Corps, P.O. Box 15150, Kathmandu, Nepal or hand deliver to our office in
  Maharajgunj. All applications must reach our office by the deadline as listed below:
•  July 3, 2024 for the Training Administrative Assistant, Training Site Secretary,
  and Training Driver
•  July 10, 2024 for all other advertised positions.
• All applicants: If you have ever served as a Peace Corps Trainee/Volunteer or a Peace Corps
  staff member please include the position location, position type, title, and starting and
  ending dates within your application.

Notes: Late applications will not be considered. Due to high volume, telephone inquiries will not
be entertained. Only shortlisted applicants will be notified for interviews.

Peace Corps/Nepal Diversity Statement:

Peace Corps Nepal is committed to embedding equity, diversity and inclusion into our core
business practices. We welcome applications from all sections of society and actively encourage
diversity to drive innovation, creativity, success, and good practice. We positively welcome and
seek to achieve diversity in our workforce; and that all job applicants and employees receive equal
and fair treatment regardless of their background and personal characteristics. These include:
(but are not limited to) socio-economic background, age, race, caste, gender identity and
expression, religion, ethnicity, disabilities, political affiliation, marital, pregnancy, maternity, or
indigenous status.

Peace Corps/Nepal Safeguarding Statement:

We define safeguarding as the preventive action taken by Peace Corps Nepal to protect our
volunteers, staff, partners, and communities we work with from harm. We are committed to
ensuring that all children and adult who come into contact with Peace Corps are treated with
respect and are free from abuse. All successful candidates will be subject to an enhanced
selection process and a rigorous due diligence process.