Peace Corps Job Vacancy: Deputy Director for Management and Operations, Surabaya

Statement Of Work

Basic Function of Position

Under the supervision of the Director of Management and Operations (DMO) of Peace Corps Indonesia, the Deputy Director of Management & Operations (DDMO) serves as an expert advisor to the DMO and Country Director (CD) on all financial and administrative systems to ensure efficient, accurate, and reliable operation of the office.

This is a multi-function position requiring a great degree of planning, flexibility, organization, and attention to detail. The DDMO serves as both the financial and administration expert and as an Overseas Contracting Officer (OCO).

The DDMO works directly with Peace Corps staff, local banks and vendors, and Volunteers. In performance of these duties, the DDMO reads and becomes an expert on relevant policies and procedures contained in applicable Peace Corps Manual sections and the Overseas Financial Management Handbook (OFMH), Overseas Contracting Handbook (OCH), and the Foreign Affairs Manual (FAM). In the absence of the DMO, serves as Acting DMO in matters including staff supervision, signatory authorities of obligations, and affiliated duties. Routine work will be performed with minimum guidance.

The duties and deadlines of this position may require occasional travel and work outside of normal working hours. The Position may serve as a Whereabouts/Duty Officer. This is a Personal Services Contractor (PSC) position.

Major Duties and Responsibilities

Administrative and Operations Management

• In support of the DMO, ensures that all relevant Peace Corps administrative policies, rules, and regulations are implemented efficiently and effectively among all Post’s functional units.§  Ensures that all actions are properly documented and filed for future reference.
• Provides administrative management leadership across all units of Post; organizes training sessions related to administrative, financial, and procurement functions.
• Provides advice and suggestions regarding technical financial and administrative matters and ensuring the implementation of DMO’s directions and guidelines.
• Assists the DMO in reviewing Peace Corps regulation changes and general financial and administrative operations to ensure that proper controls are in place to prevent unauthorized use of U.S. Government funds and property.
• Designs, evaluates and revises business practices and standard operating procedures (SOPs).
• May serve as a designated Cashier Verification Officer (CVO) (upon designation by Global Financial Systems), conducting unannounced cash verifications with the cashier at least on a quarterly basis, notifying the DMO of any fiscal irregularities or out-of-balances, and observing other cash counts or handovers as needed.
• In the absence of the DMO, serves as the Acting DMO in all responsibilities.

• Serves as a Contracting Officer (after successful completion of the requisite Overseas Contracting Officer Training and receipt of an individual Peace Corps Overseas Contracting Officer warrant issued by the Chief Acquisition Officer), modifying, and/or terminating contracts, lease agreements, and other procurement actions.
• Drafts and calculates contracts and modification of leases for property rented for offices or residences for U.S. Direct Hire staff.
• Manages purchase orders, commitments, obligations, and liquidations for all office and medical supplies ordered through Peace Corps Washington.
• Prepares and manages contracts for medical providers, pharmacies, clinics, hospitals, or any other procurement needs, as instructed by the DMO. Conducts market research, and, as necessary, provides cost justification reports before preparing contracts or agreements.
• Administers Post’s micropurchase accounting processes and acts as an approver for Post’s purchase and travel cardholders.

• Works in close collaboration with the DMO and staff of all Post’s units to prepare an annual operating plan (budget).
• Regularly reviews obligations, budget authority, and cash-on-hand. Monitors implementation of approved plans and advises Senior Staff of status of budget.
• In consultation with DMO, plans for Local Compensation Plan (LCP) increases.
• Reviews budget proposals for Pre-Service-Training (PST), In-Service-Training (IST), and programmatic events.
• Coordinates with responsible staff on all activity related to purchase orders and payments for travel authorizations for staff and Trainees/Volunteers.
• Works with DMO in completing the annual Administrative Management Control Survey (AMCS) in the financial and personnel management areas and Volunteer support.
• Works with the DMO to complete Post’s annual financial close-out.
• Prepares and presents periodic and ad hoc budget analyses and reports as directed by the DMO.

• As the technical expert for financial matters, performs financial transactions including creating/modifying or reviewing/approving new obligations, liquidating all non-cashier payments and travel vouchers disbursements, and preparing cashier disbursements and commitments.
• Reviews open obligations and—based on Post’s approved operating plan—updates recurring obligations. De-obligates inactive obligations and reviews that balances of active obligations are accurate and sufficient to cover Post needs.
• Ensures that all new obligations have a clear description, accurate period of performance, correct vendor and are charged to the correct location, fund number, sponsor, purpose code, and object class.
• Serves as a Billing Officer and is responsible for assisting in collections administration and monitoring. Inputs and generates vouchers with accurate accounting classification and proper back-up documentation.
• Monitors arrival of electronic fund transfers (EFTs).
• Provides quality control oversight of Bureau Voucher processing, and requests reconciliation of problematic transactions, EFT rejections, check cancellations, or stop payment actions.
• Keeps informed and updated of administrative/financial regulations, instructions, newsletters and changes distributed by CFO/GAP and implements finance and accounting regulations, procedures, and policies at Post.

• Oversees the management of Personal Service Contracts at Post (long-term and short- term, amendments and option years) including record-keeping.
• Oversees the recruitment, advertising, statement of work development, applicant and interview process, and Post-hiring tasks, including position classification and proposal of compensation package for job offer to PSC.
• Oversees PSC benefits in accordance with MS734a Policy, US Embassy LCP, Post practice and US Embassy practice.

• Directly supervises personal services contractors (PSCs) with finance, cashiering, HR and travel coordination responsibilities. Responsibility includes annual performance management, regular management of work assignments, identification of development opportunities and coordination of leave plans.
• Identifies and resolves workplace or performance problems. In coordination with the DMO, uses correction action tools (e.g., verbal, written, cure notices), as needed, to ensure performance issues are addressed and resolved.
• Addresses emerging minor performance and/or conduct issues in a timely manner through the appropriate combination of strategies such as documentation, coaching, and/or training.
• In coordination with Human Resources, leads the recruitment, selection, and evaluation of hiring for open vacancies for direct reports; prepares onboarding and orientation plan for new direct reports; completes end-of-probationary-period review.

• Volunteer Support: Provides various general administrative and financial assistance to support Trainees/Volunteers; conducts analysis of annual volunteer surveys and makes recommendations for changes as needed; conducts administrative sessions for trainees and volunteers periodically throughout the year.
• Briefs new employees on Peace Corps policies related to administrative processes and financial management and acquisition procedures.
• Serves as back-up for HR and Finance staff.
• As required by the DMO, participates in ICASS meetings with the U.S. Embassy.
• Understands and complies with Peace Corps safety and security policies and procedures and assists other staff and Volunteers in complying with safety and security policies and procedures as outlined in Manual Section MS 270 and Peace Corps Indonesia Emergency Action Plan (EAP).
• Depending on availability of funds, travels at least once a year to visit Volunteers in their sites.
• Other duties as assigned by the Director of Management and Operations or designee or Country Director.