Organisation: United
States Embassy, US Mission in Uganda
Duty Station: USAID OFM Office, Kampala, Uganda
Salary Grade: FSN-7 (Ugshs. 31,957,213 to 46,237,204 p.a.
inclusive of allowances).
Welcome to the United States
Embassy in Kampala, Uganda. The United
States has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Scott H. DeLisi currently heads
the U.S Mission to Uganda. The Mission
is composed of several offices and organizations all working under the auspices
of the Embassy and at the direction of the Ambassador.
Among the offices operating
under the U.S Mission to Uganda are:
- United
States Agency for International Development (USAID) - Centers
for Disease Control - Peace
Corps
Job Summary: The USAID Administrative Assistant offers a
full range of administrative assistance and management support (i.e. travel,
procurement, personnel, information management, etc.) to the Controller, Deputy
Controller and staff of OFM. He/she also manages the Controller’s calendar and
phone calls, schedules and manages the Controller’s internal and external
appointments and meetings; receives, reviews and routes to appropriate action
officer all incoming correspondence and communications. In addition, the job
holder processes travel requests, makes travel and hotel reservations, and
requests country clearance for the Controller and other OFM staff; and maintains
OFM’s sensitive (administrative) files. As the Records Management Officer for
the OFM Team, the Administrative Assistant is also responsible for maintaining,
storing, and disposing official OFM records, files, documents, etc. He/she
maintains control over all accounts receivables; issues bills for collection,
follow-up on outstanding bills and maintains a database. The incumbent is OFM’s
first point of contact with USAID/Uganda, embassy staff and other OFM clients,
including USAID/Washington, RIG/Pretoria, Government of Uganda staff; USAID
Implementing Partners, Development Partners, Private sector entities, vendors,
etc.
Key Duties and Responsibilities:
- Technically
supports OFM Office Director (Controller), and Deputy Controller in
strategic planning to establish, maintain and improve processes,
procedures and systems to ensure the effective and efficient overall
operation of OFM. - Serves
as first point of contact with external entities for all issues related to
Controller and OFM office operations including payment services,
communications, circulation of documents, management of timesheets and
annual leave requests, etc. Independently responds to various requests or
directs communication to proper action officer. - Manages
the Controller’s phone calls, schedules his /her appointments, and
maintains his/her calendar. Arranges meetings and conferences with Mission
and host government officials, embassy and other US government officials,
donor agencies, contractor and other public and private sector organizations. - Receives,
reviews and routes to appropriate action officer all incoming
correspondence and communications. Tracks and follows up to ensure timely
responses. Reviews documents submitted to the Controller for signature for
accuracy and adherence to required formats; reviews, edits and controls
the quality of outgoing correspondence and other documents. - In
charge of arranging in-country, regional and international travel for the
Controller and other OFM staff. Processes travel requests, makes travel and
hotel reservations, requests country clearance, and prepares visa
application materials. Assists with all logistical arrangements for site
visits out to the field for OFM staff and TDYers; as well as setting up
all the initial materials, schedules, in-briefings for TDYers and new
staff. - Keenly
prepares formal OFM memos and letters; disseminates documents, and assists
in the maintenance of OFM files; creates and disseminates quarterly
reports on OFM activities and other briefing materials. Develops and supervises
the use of OFM electronic database and files on the shared OFM directory;
develops and maintains correspondence/document models and templates for
OFM operations. - Manages
bills for collection (BFC) requiring issuance and tracking of bill numbers
for all Mission staff utilizing Mission’s cellphones and any other item
that requires billing; ensuring that bills are promptly issued and
follow-up to minimize number of past due bills for collection (i.e.
composing reminders for outstanding bills to employees, contractors,
grantees, invitational travelers e.t.c.) Ensuring that billing
discrepancies and problems with individual employees are resolved. - Compiles
and sends bi-weekly Time and Attendance reports for USAID/Uganda Locally
Employed Staff using State Dept. Time and Attendance system. Maintains OFM
staff time and attendance records and leave schedules and files for USDH,
USPSC and FSN staff. - Responsible
for creating, maintaining, storing, and disposing official OFM records,
files, documents, etc. Serves as the Records Management Officer for the
OFM Team, per Mission guidance, including establishing a records
management system in the office, organizing files, identifying active and
inactive records and historical documents, and giving guidance to technical
team CORs/AORs on records management. - Organizes
and manages OFM office retreats and other large off-site meetings.
Coordinates office meetings, prepare minutes and follow up on
implementation of assigned action. Develops and maintains a coordinated
work schedule for the entire OFM Team; arranges meetings, responds to
meeting requests, and helps to keep the team aware of upcoming Mission and
external events. Organizes and prepares the agenda for all OFM team
meetings. - Proactively
communicates and assists with operationalizing policies and procedures
published in OFM notices. Provides office in-house guidance on various
computer applications, including housekeeping operations and collaborates
with the Systems Manager in resolving computer user problems. Serves as
resource to OFM technical staff concerning administrative, computer
software packages, filing documentation procedures. - Perform
any other duties as assigned, including but not limited to: Preparing
travel advance requests and arranging liquidation after the trip for
locally employed staff (LES); preparing bank comfort letters (i.e.
employment status and earnings) for LES; periodically logging invoices,
payment and travel vouchers in Phoenix; preparing e-General Receipts;
assisting payroll manager prepare salary advance cables; etc.
Qualifications,
Skills and Experience:
NOTE: All
applicants must address each selection criterion detailed below with specific
and comprehensive information supporting each item.
- The
ideal candidate for the USAID US Embassy Administrative Assistant career
opportunity should hold a bachelor’s degree from an accredited educational
institution authorized to grant baccalaureate degrees in business-related courses in any of the following fields:
accounting, business, finance, law, purchasing, economics, industrial
management, marketing, quantitative methods, organization and management,
or public administration. - Additional
certification in Secretarial studies, office management, or related area
is highly desirable. - A
minimum of four or more years of progressively responsible experience in
secretarial administration or office management, including records and
correspondence management, is required. - Past
experience in writing reports and official letters is required. - Excellent
knowledge of computer applications including a demonstrated proficiency in
using various software applications (Windows, MS Word, PowerPoint, Excel
and Access) and office equipment. - Good
working knowledge of filing systems and records management. Excellent
knowledge of English grammar and spelling, punctuation, paragraph and
sentence structure is required. A basic understanding of the theory and
practice of accounting, budgeting, and financial management is desired.
Also desired is a general familiarity with U.S. Government travel, time
and attendance and financial management principles and concepts. - The
incumbent must have demonstrable analytical and decision-making skills. - Possess
strong organizational skills with ability to prioritize assigned tasks;
able to organize a large and varied workload in an efficient and timely
fashion, and develop procedures for the successful implementation of work
assignments. - The
applicant must also be a dynamic self-starter able to follow through on
work assignments and with ability to work effectively under pressure with
minimum supervision. - The
incumbent must possess excellent interpersonal skills to work effectively
as a team member in a culturally diverse team environment. - Possess
good time management skills, in addition to strong proofreading skills and
attention to detail are necessary. - The
job holder must possess tact and diplomacy to work as a team member and to
interact with staff, internal and external contacts, and to have the
flexibility to adapt to changing priorities. - Excellent
oral/written communication skills are required. Due to the level of
responsibility that accompanies this position, integrity, honesty,
discretion, sound judgment, and strict attention to detail are critical
attributes required of the incumbent.
Language Proficiency: Level IV English ability (fluent) is
required
All those interested in working with the US mission in Kampala should
send their applications and strictly adhere to the following:
- Universal Application for Employment as
a Locally Employed Staff or Family Member (DS-174) Download
it Here. - A current resume or curriculum vitae.
- Candidates who claim US Veterans preference
must provide a copy of their Form DD-214 with their application.
Candidates who claim conditional US Veterans preference must submit
documentation confirming eligibility for a conditional preference in
hiring with their application. - Any other documentation (e.g. essays,
transcripts/certificates, awards) that addresses the qualification
requirements of the position as listed above.
By email at KampalaHR@state.gov
NB: Only electronic submissions will be accepted and only shortlisted
candidates will be contacted.
Please clearly indicate the position applied for in the subject area of
the email submission.
Please use standard file types such as Microsoft Word (.doc) and Adobe
Acrobat (.pdf) and please send all documents in one file attachment.
Telephone: 0414-306001/259-791/5
Deadline: 9th
March 2015
The US Mission in Kampala provides equal opportunity and fair and
equitable treatment in employment to all people without regard to race, color
religion, sex, national origin, age, disability, political affiliation, marital
status, or sexual orientation. The Department of State also strives to
achieve equal employment opportunity in all personnel operations through
continuing diversity enhancement programs.
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