Position Title: Administrative Officer (Director of Management and Operations

Overseas)
Classification: FP-0341-4
This Version: 1.0
Most Recent Version: 1.0

Position Description
Position Number: D10417
Introductory Statement: This position is located in a Peace Corps post overseas. The Administrative
Officer (AO) manages, provides, coordinates and supervises the full range of resource management
activities and administrative support functions including: Budgeting and Financial Management,
Supervision of Administrative Unit, Procurement, Physical Resources Management, Human Resources
Management, Volunteer Support, and Safety and Security. The AO maintains and develops responsive
and effective administrative procedures and ensures there is ongoing evaluation of their effectiveness.
S/he also provides technical advice and guidance to staff and Volunteers on policy and post management
issues. The AO reports to, and is supervised by, the Country Director. S/he is a senior staff member of
the country team actively involved in all aspects of Peace Corps operations, including programming,
training, and overall Volunteer support. The Administrative Officer acts as Country Director when
required. While the specific post may vary, all Peace Corps programs operate in communities that are
disadvantaged. The incumbent must have the ability to anticipate, plan for, and overcome challenges
associated with living and working in a country under conditions of hardship where there may be resource
scarcity, technological challenges, and/or infrastructure difficulties. The success of an Administrative
Officer overseas will be based on the understanding that s/he is supporting a population of Volunteers
and Trainees who are dependent on the services provided as well as his/her understanding of an
engagement in the cumulative country program.
MDAs and Duties for this Position

Procurement 20%
o

o
o
o
o
o
o

Ensures that proper procurement processes are followed for the acquisition of goods and services
and the execution of contracts and leases and that the integrity of the procurement process is upheld
at post.
Supervises all procurement, certifying availability of funds and need for all purchases in accordance
with Country Director (CD) guidance and the approved annual operating plan (budget).
Directs the preparation and timely receipt of vendor payments ensuring that all financial matters are
handled in accordance with established regulations and policies.
Develops and maintains good working relationships with local vendors.

Tasks include:
o

Develops justification for use of sole-source supplier, and/or identifies other sources to meet product
or service requirements.

Negotiates procurement of complex and/or diversified supplies and services.

o
o

Evaluates price/cost proposals for a wide variety of contract proposals or changes in a specialized
field for which historical data and precedent are available.

o
o

Performs contract termination activities to terminate contracts with nonstandard terms and conditions,
making final decisions on termination for convenience or default.
Volunteer Support 10%

o
o
o
o
o
o
o
o
o
o
o
o
o
o
o
o

Collaborates with Country Director, medical, programming and training, and security staff to address
issues such as site selection, site visit protocols, Volunteer allowances, safety and security and
medical care of Volunteers.
Ensures that local laws and regulations are followed in connection with status of Volunteers.
Provides financial and administrative support to Peace Corps Volunteers including the payment of
Volunteer allowances and reimbursements.
Briefs Volunteers on Peace Corps administrative policies and distributes procedural guidelines.
Coordinates administrative support for programming and training activities and the Peace Corps
medical unit.
Conducts routine periodic living allowance surveys and market basket surveys.
Oversees the maintenance of Volunteer records.
Makes occasional visits to Volunteer sites.
Responds as part of Country Director's team to Volunteer problems and emergencies.

Tasks include:
o

Manages the budget for a volunteer service program.

Provides staff support.

o
o

Safety and Security 10%

o

o
o

o
o
o
o
o
o
o
o
o

Under the direction of the CD, works with the Safety and Security Coordinator (SSC) and other staff
to establish programming, training and administrative systems that maximize the safety and security
of Volunteers in accordance with agency policies and guidelines.
Ensures that established procedures are followed and criteria are met. Assists CD, SSC and others
to prepare for and respond to incidents and crises impacting Volunteers and Trainees and Peace
Corps operations.
Coaches and mentors administrative staff in their support of Volunteers and Trainees including
issues of diversity, gender and culture.
Assists, CD, SSC and others to anticipate, prevent, and manage crises ranging from sexual assaults
and natural disasters to civil unrest and emergency evacuations.
Provides all necessary administrative support to individual Volunteers who are medically evacuated.
Provides logistic support to the post's Fire Evacuation Plan and the mission's Emergency Action
Plan.

o
o

o
o

In collaboration with the SSC and the Embassy's Regional Safety and Security Officer, coordinates
the assessment of Peace Corps offices and US staff residences for potential safety and security
vulnerabilities. Ensures that the required security measures and upgrades are implemented.
Ensures Peace Corps facilities and administrative and financial services are available to support
large scale Volunteer consolidation or evacuation in case of natural disaster or any large-scale
emergency.
Acts as Duty Officer, as needed, on a rotational basis. Must be knowledgeable and supportive of
Peace Corps safety and security policies and procedures, including the timely reporting of incidents
involving Volunteers and Trainees and any other safety and security incident, including suspicious
persons or situations.

Tasks include:
o

Reviews contractor performance in providing security services through site visits and inspections.
Supervision of Administrative Unit 20%

o
o
o
o
o
o

Supervises the Administrative Unit composed of host country and third country nationals that typically
includes, but is not limited to, a financial assistant, cashier, administrative assistant, general services
assistant, drivers, and may include security guards or others.
Establishes work plans, develops a team approach and evaluates performance of administrative
staff.
Designs and coordinates delivery of training and professional development opportunities to meet
assessed needs of administrative staff.
Manages any non-personal services contracts such as those providing guard or housekeeping
services.

Tasks include:
o

Performs administrative management functions that service and/or fulfill a number of organizational
requirements.
Human Resources Management 10%

o
o
o
o
o
o
o
o
o
o
o

o
o

Works with the Country Director and Director of Programming and Training to determine Peace
Corps post staff needs.
Administers the overall human resource management system at post taking into account appropriate
federal government regulations, the Local Compensation Plan (LCP), and applicable local labor laws.
Oversees the preparation of staff position descriptions, statements of work, and performance plans.
Manages the recruitment, selection (including contracts for personal services contractors), and
orientation of new hires to the Peace Corps.
Prepares contracts for personal services contractors for Country Director approval.
Makes recommendations to the CD on the performance evaluation process and awards program for
locally hired staff and monitors compensation changes due to step increases or necessary
promotions.
Assures staff adherence to federal equal opportunity objectives and nondiscriminatory practices in
regard to race, color, religion, national origin, marital status, political affiliation, age, sex, sexual

orientation, handicapping condition, membership in an employee organization, or any other non merit
factors.
o
o
o

Maintains personnel files for all staff.

Tasks include:
o
o

Provides federal recruitment and staffing services for positions requiring unusual skill combinations.

o
o
o

Analyzes an organization's staffing program status and prepares reports and summaries pertaining to
recruitment and placement program issues.

Provides options to supervisors and managers for using a variety of special recruitment programs or
strategies for targeted recruitment.

o
o

Budgetary and Financial Program Management 20%

o
o
o
o
o

o
o

o
o
o
o

o
o

Ensures that an adequate system of internal controls is in place for post's fiscal operations. Ensures
compliance with all applicable financial rules, regulations and policies.
Manages cashier operations ensuring that they are provided in a consistent, secure, and accurate
manner.
Works with the CD and post staff to prepare the post's out-year budget request that aligns with the
post's strategic plan. In conjunction with other senior staff, prepares the post's annual operating plan
(budget) and periodic budget reviews. Realigns resources to meet post's program strategies.
Implements approved resource plans, often for multiple fund sources. Monitors post expenditures
against budget by maintaining up-to-date FORPost records. Ensures reconciliation with the official
accounting system.
Directs the disbursement of funds in accordance with established regulations.
Serves as post liaison to regional and administrative offices at Peace Corps headquarters. Responds
to requests for administrative and financial reports; seeks guidance from and works with these offices
to resolve administrative or financial issues.
Serves as Peace Corps liaison to the US Embassy for administrative and financial matters, including
ICASS (International Cooperative Administrative Support Services).

Tasks include:
o

Evaluates financial trends and determines compliance with agency guidance.

Monitors budget allocation and execution.

Physical Resources Management 10%

o
o

Assists in determining space needs for the Peace Corps office, staff and Volunteers, Training Center
and US staff residences.

o
o

Competes available real estate, negotiates, reviews and finalizes contractual conditions for leases for
approval of the CD, the Embassy's Regional Safety and Security Officer and Peace Corps
Washington.
Supervises property management so that all inventory, maintenance, repairs and disposition are
performed according to plan, negotiations and regulations.

Tasks include:
o
o

Develops and interprets administrative policies and procedures that cover internal operations for a
major agency organization or program.

Collateral Duties

Factor Statements

Factor 1-7 Knowledge Required by the Position

o

The position requires: (1) Knowledge and skill in applying analytical and evaluative methods and
techniques to issues or studies concerning the efficiency and effectiveness of program operations;
(2) Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program
and related support resources in the area studied; (3) Knowledge of the major issues, program goals
and objectives, work processes, and administrative operations of the organization; (4) Knowledge
and skill in adapting analytical techniques and evaluation criteria to the measurement and
improvement of program effectiveness and/or organizational productivity; (5) Skill in conducting
detailed analyses of complex functions and work processes; and (6) Interpersonal skills in presenting
staffing recommendations and negotiating solutions to disputed recommendations.
Factor 2-4 Supervisory Controls

The supervisor and employee develop a mutually acceptable project plan which typically includes
identification of the work to be done, the scope of the project, and deadlines for its completion.
Within the parameters of the approved project plan, the employee is responsible for planning and
organizing the study, estimating costs, coordinating with staff and line management personnel, and
conducting all phases of the project. The employee informs the supervisor of potentially controversial
findings, issues, or problems with widespread impact. Completed projects, evaluations, reports, or
recommendations are reviewed by the supervisor for compatibility with organizational goals,
guidelines, and effectiveness in achieving intended objectives.
Factor 3-3 Guidelines

Guidelines consist of procedures, policies, and manuals covering the application of analytical
methods and techniques, and reference material, instructions, and regulations covering the subjects
involved. The guidelines are not completely applicable to the work or have gaps in specificity,
requiring the employee to use judgment in choosing, interpreting, and adapting guidelines to specific
issues or subjects studied.
Factor 4-4 Complexity

The work involves gathering information, identifying and analyzing issues, and developing
recommendations to resolve substantive problems of effectiveness and efficiency of work operations
in a program or program support setting. Issues, problems, or concepts are not always susceptible
to direct observation and analysis. Difficulty is encountered in measuring effectiveness and

productivity due to variations in the nature of administrative processes. Information about the study
subject matter area is often conflicting or incomplete, cannot readily be obtained by direct means, or
is otherwise difficult to document. Originality is required in refining existing work methods and
techniques for application to the analysis of specific program issues or resolution of program
problems.
Factor 5-3 Scope and Effect

The purpose of the work is to identify, analyze, and make recommendations to resolve conventional
program or organizational issues, problems, or situations. The employee is assigned portions of
broader studies, or participates in the evaluation of program effectiveness at the operating or local
level. Completed reports and recommendations influence decisions by higher-grade specialists or
managers concerning administrative or program operations.
Factor 6-3 Personal Contacts

Personal contacts are with individuals outside the agency and may include consultants, contractors,
or business executives in a moderately unstructured setting. Contacts may also include the head of
the employing agency or program officials several managerial levels above the employee when such
contacts occur on an ad-hoc basis.
Factor 7-2 Purpose of Contacts

The purpose of contacts is to provide advice to managers on non-controversial organization or

program related issues and concerns. Contacts typically involve such matters as identification of
decision-making alternatives; appraisals of success in meeting goals; or recommendations for
resolving administrative problems.
Factor 8-1 Physical Demands

The work is primarily sedentary, although some walking, bending, or carrying of light items may be
involved.
Factor 9-1 Work Environment

The work environment involves everyday risks or discomforts that require normal safety precautions
typical of such places as offices, meeting rooms, training rooms, etc. The work area is adequately
lighted, heated, and ventilated.

Other Significant Facts:

Equivalent Titles:

Equivalent Private Sector Titles:

Administrative Assistant
Administrative Office
Administrative Officer
Administrative Planner
Administrative Specialist
Administrative Supervisor
Compensation and Benefits Manager
Customer Service Manager
Customer Service Supervisor
Dental Officer
Dentist
Director
Employee Relations Director

Equivalent Military Titles:

Adjutant (I) (0180)
Administrative Assistant (2605)
Administrative Officer (2615)
Administrative Officer, Dental Service (0801)
Aide-de-Camp (88A0)
Chief Of Staff (9015)
Chief Staff Officer (9016)
Designated Project Engineering Coordinator (2166)
Designated Project Support Officer (2170)
Executive Officer, Afloat (9228)
Executive Officer, Military Sealift Command Office (9471)
Executive Officer, Naval Construction Forces (4310)
Executive Officer, Shore Activity (9436)
Executive Officer, Special Warfare Team (9291)

Employment Manager
Engineering Manager
Executive Assistant
Human Resources Manager
Logistics Director
Logistics Manager
Logistics Specialist
Management Analyst
Office Manager
Officer Coordinator
Officer Supervisor
Operational Manager
Operational Officer
Operations Manager
Personnel Manager
Program Administrator
Program Analyst
Program Assistant
Program Manager
Program Planner
Program Specialist
Project Engineer
Project Manager
Public Affairs Officer
Staff Assistant
Support Services Manager
Support Services Specialist
Team Leader

Force Deployment Planning And Execution Officer (0502)

Functional Support and Administration Specialists (DG 9750)
Human Resources Management Officer (43A)
Management Analysis And Control Officer (2610)
Personnel/Administrative Chief (0193)
Program Director (60C0)
Staff Administration Officer (9034)

Copyright 2012 Avue Technologies Corporation, All Rights Reserved.