ADMINISTRATIVE OFFICER

TASK ANALYSIS
Individual variation occurs from post to post. Tasks listed represent the typical Administrative Officer's tasks, with staff consisting of a
Financial Assistant, Cashier, Administrative Assistant who will perform functions of an Accountant, a Human Resources and Voucher
Examination and a General Services Assistant in a medium size post.. Significant variation may occur in cases where posts have
considerably large non-PC funds
Qualitative

Number of

Hours

Hours per Year

Description

Standards

Functions/Yr.

per Function

per Function

of Count

Time %

ADMINISTRATIVE OFFICER (AO)

EXERCISE OF PROGRAM LEADERSHIP:
KNOWLEDGE & INTERPRETATION OF REGULATIONS

40

Studies, learns and interprets, all regulations pertaining to the administration of

Per Supervisor's

financial, human and physical resources, including but not limited to the FOR Post

Observation

Accounting system; PC local employee position description drafting, classification

Incumbent

standards and compensation; all procurement regulations pertaining to PC, as well

successfully

as property management rules and regulations, including disposition, maintenance

applies in

and repairs, and reporting requirements. In general, all necessary administrative

80% of all cases

1.92
0.00

rules and regulations.

Serves as the PC/xxx consultant for staff questions on regulations

100

0.08

On-Going

0.38

32

32

Yearly

1.54

Per CAO's
Attends Annual DMO Conferences to keep abreast of all new

observation,

developments and changes in administrative processes, strategy and

applies 80% of

developments.

updates.

RESOURCES MANAGEMENT
I. Financial Resources
A. Budget
1. IPBS. Has delegated authority from the CD to estimate budget portion

Estimates needs

of Integrated Planning & Budget System (IPBS).

to satisfy post

Attends retreats & meetings to participe in te determination of the country strategy

resource require-

portion of IPBS. Reviews program needs with staff & designs a balanced approach

ments, per CD

Page 1

24

922.25

44.34

196

9.42

24

Annual
February

0.77

to respond to those needs. Estimates needed budget enhancements & reductions

observation.

and prepares three-year Volunteer/Year Charts.

2. OPPLAN. Analyzes and determines resource requirements needed to carry

Distributes re-

out country stategy. After obtaining CD approval and informing/coordinating with

sources equitably

Program staff, prepares Annual Operating Plan according to PC/Washington budget

w/in ceilings, per

marks. Reviews update of three-year Volunteer Year Charts.

CD & CAO observ-

48

48

Annual

1.92

July

ation.
3. MYR. Performs Periodc Budget Review (PBR), after auditing accounting
reports, which show budget implementation and further budget needs. Prepares

32

32

(Same as above)

Annual

1.54

April

new budget request after reprogramming needs and list of Unfunded Requirements
(UFRs), Fund requests for reimbursable funds, and justification memorandum
4. QBR/Updated VYChart. Performs quarterly Budget Reviews and

(Same as above)

16

32

submits to PC/W, with list of Unfunded Requirements, justifications and

Annual

1.54

Jan. & July

reimbursement requests.
5. Close-out of fiscal year accounts. Reviews open obligations to ascertain their

Feedback from

need, actively pursues close-out of all obligations, de-obligating unnecessary open

CAO and BA

16

16

Annual

accounts.

Aug

Closes all fiscal year accounts

September

6. Close-Out Budget Review. Performs close-out review report & sends it to PC/W

Feedback from

0.77

end of Feb

12

12

Annual-Nov

0.58

CAO and BA
7. Final Close-Out Review. Reviews reconciliation of close-out budget review.

(Same as above)

Annual-June

0.38

8. Supervises the updating of Volunteer Year Charts once per month.

(Same as above)

12

12

Monthly

0.58

9. Provides CD & senior staff continuous & updated info on budget status.

CD Observation

12

12

Monthly

0.58

B. Fiscal/Accounting.

80% efficiency per:

1.Budget Execution. Has delegation of authority from CD to commit PC financial

Efficient prioritiza-

resources and determines budget execution by reviewing all open obligations for

tion and manage-

validity, choosing where to make Commitments & Obligations for the best use of

ment, per observ-

PC/XXXXX budget authority, based on accounting records, the IPBS and

ation of CD

Operating Plan documents, on current program needs and from guidelines received

Page 2

726.25
12

2.34

28

34.92
Yearly

1.35

from the CD also has authority to execute regional safety and security budget in a
separate allotment.
2. Approving Officer. Reviews and signs as Approving Officer all requisitions for

Feedback from

supplies, equipment and services, in accordance with applicable regulations

FMO

3. Approving Officer for Travel.Reviews and signs Administrative Approval for all

1300

0.03

39

Daily

1.88

Same as above

270

0.10

27

As needed

1.30

4. Approving Officer for ISTs & Workshops. Reviews cost estimates and signs

Feeback from

16

0.25

As needed

0.19

off for availability of Funds

FMO

5. FOR Post Accounting System.

Feedback from

Reviews & signs for administrative approval on line and on documents for following

FMO and FOR

2000

0.03

60

As needed

2.88

types of obligations:

Post staff

Travel Authorizations and their amendments, if any, in accordance with applicable

regulations.

FSN salaries and benefits, PSCs, NPSCs, leases, purchase orders

travel authorizations and their amendments, TRVs, BPAs, medical and miscellaneous
payments.
Edits FOR Post obligations (2% necessary corrections)

Same as above

20

0.1

As needed

0.10

Signs for administrative approval on line and in FOR Post generated documents

Same as above

1541

0.25

385.25

As needed

18.52

Deletes FOR Post liquidations (1% necessary corrections)

Same as above

40

0.1

As needed

0.19

Signs for administrative approval, on line in FOR Post generated cover sheets

Same as above

800

0.01

weekly

0.38

"Cash Disbursements" (Pre-imprest fund payment)

plus Cashier Manager

Approves Imprest Fund Replenishment vouchers on line and in FOR Post generated

Same as above

156

0.5

78

As needed

3.75

Signs trasmittal memos of documents to be sent to FOR Post with complete

Feedback from

104

0.25

26

As needed

1.25

supporting documentation attached.

FMO

for following types of liquidations:

NPSCs, leases, purchase orders, medical payments, all travel and all other miscellaneous non-cash payments.

documents.

Page 3

Mannually performs FOR Post synchronization with the Odyssey system only when

FOR Post staff

0.50

As needed

0.14

Reviews FOR Post reports especially: Status of Funds & Budgeted Funds once a

FMO and FOR Pos

52

0.50

26

As needed

1.25

week. Uses reports to monitor budget spending & reconcilie FOR Post accounting.

staff

Cashier Manager

12

1.00

12

As needed

0.58

Cashier Manager

12

2.00

24

Monthly

1.15

autosync does not function.

This includes using the "Track It" Function to request tracers from
FOR Post support staff, if necessary.
Supervises reconciliation of the FOR Post Cashier reports with Charleston Financial
Service Center reports (done by cashier weekly against ACDC reports)
Conducts announced and unannounced Imprest Fund cash counts, supervising
that imprest fund payments are proper and according to applicable regulations
Ensures that Cashier maintains a daily log, book of petty cash payments, and that
funds are reconciled on a daily basis.
II. HUMAN RESOURCES
A. FSN Staff

80% efficiency per:

1. Assists Supervisor in the design and draft of AO (if FN) and other FSN staff

CD and HR Emb-

Position Descriptions and Computer Aided Job Evalution (CAJE/M-Class) process.

assy staff observ.

2. Designs and approves the drafting of AA/Cashier Position Description and

148.25

7.13

0.38

4.00

Yearly

0.19

Same as above

2.00

Yearly

0.10

Same as above

0.50

2-Yrly.

0.05

Same as above

0.50

2-Yrly

0.05

Computer Aided Job Evaluation/M Class (CAJE/M-Class) process, for CD approval.

3. Monitors yearly evaluations and all personnel actions for PC/XXXXXX FSNs as
well as compensation changes due to step increases or necessary promotions.
4. Monitors disciplinary actions and implementation of award processes with US
Embassy (or CAO if there is no Embassy) for PC/XXXXXX.
B. Contract Staff

140.25

1. Negotiates & reviews Personal & Non-Personal services Contracts, contract class-

Per CD, CAO and

ification & awarded compensation & amendments & signs as Procurement Officer per

OACM feedback

Page 4

6.74

requests of other supervisors. Whenever PSC compensation goes over procurement authority, obtains additional delegation of authortiy from the Office of
Acquisition & Contract Management/PC/W. This includes proper competition per regs.
Admin PSC staff.

3.00

27

As needed

1.30

Program and Training staff

29

1.50

43.5

as needed

2.09

Temporary PSCs

1.50

12

as needed

0.58

As needed

0.00

2. Liaises with supervisors and monitors evaluations, disciplinary actions, or award

CD observation

processes for all PSCs performed by a PSC under his/her supervision as follows:
Admin Staff

1.75

15.75

Yearly

0.76

Other PSC staff

37

0.50

18.5

Yearly

0.89

46

0.50

23

As needed

1.11

0.50

0.5

Yearly

0.02

3. Upon contract expiration, supervises the design of updated task analyses and

CD observation

classification of every contract position.

4. Supervises that Human Resource reports are sent to PC/Washington promptly

IAP Staffing

and correctly.

Analyst feedback

III Physical Resources

80% efficiency per:

A. Space and leases

1. Assists in determining space needs for the Peace Corps Office, staff and PCVs,

670

32.21

20

0.96

CD observation

3.00

15

Yearly

0.72

2. Competes available real estate and negotiates & finalizes contractual conditions

CD and OACM

1.00

Yearly

0.24

for leases, reviews them, including Regional

feedback

and Training venue, as well as for US staff residences, and requests CD approval
Installations might include that of a Regional Safety and Security Officer.

Safety and Security Officer. Obtains additional procurement authority

if necessary as well as proper authority for CD & self.
B. Procurement

500

24.04

1. Is certified Procurement Officer (PO), also supervising another PO at post.

2. Supervises all procurement. Certifies availability of funds and the need for all

CD and OACM

Page 5

2000

0.25

500

As Needed

24.04

purchases of services,equipment & supplies, according to IPBS strategic plans &

feedback

CD guidance; & oversees that procurement files are in accordance with applicable
regulations and contain copies of all necessary documents, including receiving
reports and delegation of procurement authority from OACM, if necessary.
C. Property Management
1. Supervises property management, so that all maintenance & repairs for premises

150
CD Observation

7.21

50

1.00

50 As needed

2.40

50.00

100 As Needed

4.81

and equipment, including vehicles and computers , is performed promptly according

to plans and negotiated agreements and regulations.
Also, that disposition and replacement or equipment, including vehicles & computers,

CD and PC/W

is done according to regulations and strategic plans and, that reports to PC/W

feedback.

are submitted promptly and corrrectly.

IV. Program Leadership

80% efficiency per:

18

0.87

1. Participates in strategy discussions, senior staff meetings and program meetings

CD Observation

12

1.00

12

Monthly

0.58

CD Observation

12

0.50

Monthly

0.29

Re-aligns resources to ensure program goal achievement and assists CD in team.

building and staff motivation
2. Acts as the Resource Management advisor to the CD & other staff in all aspects
of fiscal, personnel and property administration, as well as logistics needed to carry
out and implement country strategy, including how V/Y Chart information is derived
and maintained internally for program balance purposes.
V. Volunteer Support.

80% efficiency per:

215.2

10.35

1. Ensures that local laws and regulations are followed, particularly in connec-

CD Observation

1.50

4.5

Yearly

0.22

CD Observation

5.00

15

Yearly

0.72

CD Observation

8.00

Yearly

0.38

tion with Migratory Status of PCVs, considering Country Agreement particulars.

and obtains/supervises the obtainment of necessary visae in country
2. Suggest adequate administrative regulations to be included in the PC/XX PCV
Handbook and updates it as necessary.
3. Supervises determination and yearly update of PCV in-country allowances, devicing a market basket and inflation indeces to be included, per PC Manual, the OFMH
and VICA guidance.

Page 6

4. Provides formal administrative orientation to PCVs upon entrance on duty and

CD Observation

16.00

96

Bi-Annual

4.62

CD Observation

97

0.10

9.7

As Needed

0.47

Close of Service.
5. Provides guidance & support to PCVs on any administrative issue, particularly
on their allowances, banking, US taxes and absentee ballots whenever needed .
VII. Safety & Security

80% efficiency per:

1. Provides logistic support to the Regional Safety & Security Officer,

CD Observation

35

1.68

in XXXXXXXX with functions throughout Region, if based at post:

for all travel including advances & vouchering,

0.50

Yearly

0.19

as well as residential equipment, furniture and furnishings.

8.00

Yearly

0.38

CD Observation

13

Every 6 Wks

0.00

CD Observation

8.00

16

Twice/yearly

0.77

CD Observation

1.00

as needed

0.38

CD Observation

4.00

twice/yearly

0.38

CD Observation

12

0.25

monthly

0.14

1. Duty Officer. Serves as duty officer, on a rotational system, with the CD, DPT &
Prog. Mgrs., every__ weeks, on a 24-hour call basis, resolving whatever emergency
2. Provides logistic support to PC/xx Fire Evacuation Plan & supports office bldg.
residences, staff and volunteer practices for safety.
3. Provides all necessary administrative support to individual Volunteers who are
medically evacuated for emergency treatment.
4. Provides all necessary administrative support to ensure the PC facility is readied
in case of large scale volunteer evacuation to the capital, as well as the admin &
financial services needed to support large scale temporary evacuation of PCVs to
consolidation sites, to the capital or out of the country, in the event of natural
disaster or large-scale emergencies.
5. Provides admin support to PCV Emergency Coordinators, per diem,
and/or financial arrangements with safe houses.
VI. General Administration

80% efficiency per:

31.3

1.50

1. ICASS
Advises CD on all aspects of the International Cooperative Administrative Support

CD Observation

Services (ICASS). Reviews agreements, workload counts & standards of service

May attend ICASS Senior Group Meetings if possible at post, as representative or

Page 7

1.00

Bi-Yearly

0.10

observer.Corresponds with PC/W ICASS Representative and sends PC/W all

necessary reports on a timely basis
2. Host Country Contributions (HCCs)

CD Observation

Receives reports from APCDs, prices and tracks HCCs in kind as contributed by

0.50

1.5

Annual

0.07

CD Observation

12

1.00

12

Annual

0.58

CD Observation

As needed

0.14

7. Purchase and Travel Card Management. Allocates funds on line and

CD,BA & Travel

12

0.5

Monthly

0.29

controls proper use of both cards, sending PC/W proper reports

and Purchase

a) After reveiwing quotations and ensuring that projected purchases have been

Card Management

authorized and entered into the FOR Post system, provides credit card number on

observation

Host Country Agency, and writes necessary reports to PC/W. Processes the
receipt of HCCs in Cash & submits necessary reports.
3. Supervisor. Directly supervises administrative staff, that includes: 2 FSN
AA/Cashier and 1 AA/Finance-Travel-Voucher Examiner. PSC: 1 AA/Procurement/
Vehicle Control, 1 GSO-SPA Coordinator, 1 IT Specialist, 1 Receptionist, 2 Driver/
messengers, 2 janitors, 2 guards and 1 gardening services. The supervision
includes evaluation & award nomination or disciplinary actions as necessary.
6. Contacts. Develops contacts with high ranking officials of the local government
including labor and migratory departments, US Embassy, private and other institutions to enlist their cooperation and support to the PC/XX program

line or goes to stores to sign for purchases locally. Ensures that purchases are
received and proper reports signed.
b) Using the electronic account access of CitiDirect Card Management System,
allocates funds for each Visa Purchase Card purchase made during the month using
FOR Post generated obligation number, and submits statements electronically
to CitiDirect.
c) Signs statements as Card Holder and obtains CD signature as Approving Officer.
Faxes statements to Budget Analysis Manager, attention Purchase Card Program
Coordinator in PC/W.
d) For the CB travel card, supervises that travel card payments comply w/ regulations,
that Travel Authorizations have been issued for each trip, and that funds have been
allocated for each travel card payment made during the month. Ensures that travel
card statements are submitted electronically to CitiDirect and that statements are
faxed to the Travel Card Coordinator in PC/W.

Page 8

8. Other Reports. Supervises and reviews timely report submission to PC/W:

CD Observation

0.1

0.8

As Needed

0.04

CD Observation

As Needed

0.29

Quarterly Host Country Contributions (Cash and In-Kind).

Foreign Gifts received
GSA Worldwide inventory
Personnel Report, FSN and PSC - Update listings.
Real Property Profile Report
Vehicle Status Report
Confidential Financial Status Report of all pertinent staff.
OMB Procurement Report
9. Acting Director. Serves as Charged when CD and/or PTO are traveling
throughout XXXXXX or abroad.
GRAND TOTAL

2,080.00

Page 9

100.00

Page 10

Page 11