Volunteer Liaison Coordinator

  • Full Time
  • Lusaka, Zambia
  • ZMW 250,347.00 / Year
  • September 28, 2023

Peace Corps Zambia

Peace Corps/Zambia wishes to invite applications from suitably qualified persons to fill the position of Volunteer Liaison Coordinator.

Open to: All Sources

Location: Lusaka

Length: The anticipated contract will be for a base period, with up to four option periods, exercisable at the unilateral option of the Peace Corps based on satisfactory performance, continued need for the position, and availability of funds.

Work Schedule: Full Time, requiring a minimum working schedule of 40 hours per week   .

Starting Salary: Starting at ZMW 250,347.00/annum; negotiable based on salary history and experience.

General Description:

Under the supervision of the Deputy Director of Management and Operations (DDMO), the Volunteer Liaison Coordinator (VLC) has the responsibility for maintaining all administrative records related to Peace Corps Trainees (PCTs) and Volunteers (PCVs) and for providing general administrative support to PCTs/PCVs. S/he maintains complete and up-to-date Volunteer records/files including creating and maintaining a Volunteer database, updating the PCV roster, and preparing miscellaneous reports as needed.  The VLC provides support to Volunteers by preparing documentation when PCVs arrive, complete, or terminate their service and reports PCT/PCV arrivals and departures. The VLC acts as an admin public relations officer to the Volunteers.   The VLC manages all PCV leases and processes all domestic monthly allowances and travel payments.

  1. Tasks & Deliverables

PCV Personnel and Travel Management

  • Secure, obtain, and maintain PCV documents such as passports, work permits, visas.
  • Serve as resource for other services and information available to PCVs from Peace Corps Washington, such as change of Home of Record, civil status, readjustment allowance, withdrawals and allotments, student loans, voting guides and World Wise Schools.
  • Serve as key contact for PCVs completing administrative paperwork during Completion of Service (COS), Early Termination (ET), Medical or Administrative Separation; completes documentation to send to Peace Corps Washington.
  • Update COS, ET Medical or Administrative Separations tracking sheet.
  • Secure and keep PCV valuables in a safe.
  • Coordinate activities for administrative support for PCVs such as living allowance and other supplemental allowances.
  • Manage PCV leases.
  • Coordinate all Volunteer admin training sessions during Pre-Services and In-Service Trainings.
  • Process PCV in-country travel disbursement vouchers.
  • Coordinate PCV shipments.

PCV Financial Management

  • Liaise with bank and PCVs for opening and closing PCV bank accounts, enter all bank data in the Volunteer In-Country Allowance (VICA) Database.
  • Prepare allowance payments for PCVs in VICA and keep and maintain records VICA records.
  • Prepare quarterly VICA obligations for all funding sources.
  • De-obligate any PCV obligations with service completed and billed.
  • Prepare, send and receive Living Allowance and Settling survey and responses.
  • Update Volunteer funding source tracking sheet quarterly.
  • Track PCV payments methods to avoid duplicate payments.
  • Prepare PCV bill of collection statements.
  • Prepare theft claim reconciliation reports.
  • Liaise with Peace Corps HQ to manage all financial matters related to volunteer COS, ET, or Separation, including payments such as cash-in-lieu and other payments.
  • Request for Readjustment Allowance statements when PCVs ask for copies.

PCV Records Management

  • Maintain complete and up to date PCV administrative records and files.
  • Maintain electronic copies of the provincial house logs.
  • File correspondence such as Change of HOR etc. in PCVs personal files.
  • Compile, update and maintain PCV information and related lists in VIDA and retrieve as required.

Admin public relations

  • Respond in timely manner to all PCV administrative queries both verbal and written.
  • Disseminate updates to the PCV community under the guidance of the DDMO and DMO.
  • Compile admin issues for the monthly PCV newsletter.
  • Network with various to facilitate services on behalf of the PCV, eg with Banks, Immigration, Mobile services providers etc.
  • Communicate policy to PCV when required.

Other duties

  • Serves as back up for the Office Manager or Receptionist when she or he is out of the office. Provides assistance to the positions above when activities dictate that assistance is required to complete other tasks.
  • Performs other duties as may be assigned by the DDMO, which are not in conflict with the primary responsibilities of the position.

Minimum Requirements:

In order to be selected for this position, the applicant must be legally eligible to work in Zambia, must not have been employed in intelligence-related activities, and must submit an application that clearly documents how they meet each of the following requirements:

  • Completion of secondary school; At least a two-year diploma in administration, business or related field is required. Possession of a university degree in a related field will be an added advantage.
  • At least four years of administrative/clerical experience in a professional office setting is required.
  • At least one year of accounting-related clerical experience with an international multi-cultural organization will be an added advantage.
  • Good communication, organizational and customer service skills
  • Good working knowledge of English (spoken and written)
  • Good working knowledge of Microsoft Word and Microsoft Excel

Applicants must identify in their application whether they have ever served Peace Corps as a Trainee or Volunteer (including Response), or as a staff member (USDH, PSC, or FSN), and if so, to identify the position location, position type, title, and starting and ending dates.

Applications and supporting documentation including cover letter, CV, and educational and professional certifications must be submitted by 17 hours on September 28, 2023. Applicants will be scored according to education credentials, related professional experience, and experience working in grassroots development and with volunteers.

Only email applications will be accepted and should be addressed to: [email protected] clearly stating your name and position applied for in the subject line of your email.

(E.g., John Doe, Volunteer Liaison Coordinator)

Only short-listed candidates will be notified, and no telephone inquiries will be entertained. 

Peace Corps reserves the right to:

  • Not evaluate or withhold and offer to an individual who has current or prior connections with intelligence activities or agencies through employment, related work, or even family relations.
  • Not evaluate or to withhold an offer of a personal services contract to an individual that has a history of poor past performance or conduct as a Peace Corps Trainee, Volunteer, or staff member (USDH, PSC, or FSN).
  • Withhold an offer of a personal services contract to an individual that is a relative or household member of a current Peace Corps staff member.

Contracts are contingent on availability of funds, reference checks, background check, and medical examinations.

Peace Corps will not discriminate against an applicant because of that person’s race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older, except when the applicant is beyond the mandatory retirement age), disability, or genetic information.

To apply for this job email your details to ZM-Jobs@peacecorps.gov

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