United States U.S Peace Corps Careers - Executive Assistant
Organisation: United States Government Peace CorpsDuty Station: Kampala, UgandaThe Peace Corps is an agency of the United States Government, which sends American Volunteer development workers to assist in capacity building and technical assistance activities in over 70 countries worldwide. Peace Corps Uganda invites applicants for the position listed above which is based in Kampala, Uganda.Job Summary: The US Peace Corps Executive Assistant provides administrative, logistical and program support to the Country Director and the Program Team. The incumbent is knowledgeable of the goals of the Peace Corps and Peace Corps Uganda programs. The Executive Assistant represents Peace Corps in person, in writing and through telephone communication and is a link between staff and collaborating agencies and Volunteers. This includes assistance in the areas of public relations, government relations, Volunteer support and handling many and diverse tasks at once. The incumbent exhibits a high degree of personal and administrative organization to provide a lead role in ensuring the smooth operation of a fast-paced office environment. S/He will work under the supervision of the Peace Corps Country Director in UgandaKey Duties and Responsibilities: Oversees and streamlines communication flow into and out of the Country Director's office including screening incoming telephone calls and as well as managing of both incoming and outgoing electronic communications from the CD's inbox, receiving visitors, arranging appointments and scheduling meetings.Manages and organizes the filing system for the Country Director. Maintains and ensures accessibility, as well as the security and integrity of Peace Corps Staff and Volunteer files.Sorts the CD's incoming mail and oversees distribution of cable traffic, faxes and Embassy Administrative notices; prepares draft responses to incoming letters where appropriate, alerts CD to urgent correspondenceManages CD calendar, this requires interaction with Volunteers, internal and external executives and assistants and consultants to coordinate a variety of complex executive meetingsArranges and coordinates the travel logistics for the CD and international visitors including setting appointments, preparing necessary travel documents and information packages and making hotel reservations.Support senior staff with preparation of presentation materialsRegularly review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.Initiates, develops and maintains contacts with government officials, officials from U.S. Government Agencies, NGOs partners, and Peace Corps Alumni in country where appropriate. This includes developing and maintaining database of important contacts to be used for mail merges, special event invitations, etcCreates and maintains an Official Peace Corps information packet to distribute to visitors providing an overview of PC Uganda's work.Supports in the identification of venues, speaker selection, draft programs and prepares logistical arrangement for Peace Corps events such as swearing-in Processes press releases for the Country Director and notifies media representatives of significant events.Actively support safety and security function, updating CD phone with pertinent data and up to date contact informationOrganize special events and projectsCompile, transcribe and distribute meeting agendas and minutesSend out diplomatic pouch mail and ensure that mail coming into and leaving the office is collected and delivered in a timely mannerSteer the administrative assistants and Program Specialists, coordinating meetings and maintain effective communication flow in the organizationEstablishes and maintains program and Volunteer personal files. Set up and maintain a database of Peace Corps Volunteer (PCV) and Peace Corps Trainees (PCTs) information.Manage the volunteer resource centre to ensure efficient and effective resources/information availability and timely dissemination to the Volunteers.Prepares arrival and departure cables for Volunteers and Trainees, and all official international visitorsEstablishes and maintains liaison with those individuals, institutions and agencies with which Peace Corps has professional working relationships.Records workshop proceedings, and assists with trainings, conferences and special events as requested and authorized by the CDAttends all Staff and Management meetings. Participates fully and prepares any required information for these meetings in a timely manner as requested by the CD.Serves as assistant editor of the Volunteer newsletterMaintain and manage effective filing systemPerforms any other tasks as assigned by the CD or his/her designeeQualifications, Skills and Experience: The applicant should hold a Bachelor’s DegreeFive or more years’ experience supporting at the executive levelGood knowledge and understanding of office and administrative procedures, excellent calendar management, including the coordination of complex executive meetings. Computer literacy skills i.e. proficiency in Microsoft Office, including Word, Excel, Outlook and creation of Powerpoint presentations, scheduling of travel, creating and modifying of processes.Possess excellent organizational, writing and interpersonal skillsPast exposure and experience in a multicultural environment and Volunteer support organizations preferredLanguage: Level IV fluency in English language (both written and oral communication)ALL submissions must be electronic. (Please do not attach academic credentials to the email)Please submit a Microsoft Word formatted letter of interest, resume, names and contacts information for three references to applications@ug.peacecorps.gov. Please clearly indicate the position applied for on the subject line of your cover email. Submitted documents become the property of Peace Corps and will not be returned. You will be contacted ONLY if you are deem qualified. If called for an interview, you will be expected to bring copies of your academic credentials. Finalists from the first interview will be expected to bring a reference letter from their Local Council (LC1) as part of the final review process.
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