Organisation: United States
(US) Government Peace Corps
Duty Station: Kampala, Uganda
Reports to: Contracts
Management Specialist
The 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. It operates in Uganda by the
invitation of the Government of Uganda. Peace Corps Uganda has memoranda of
understanding with government ministries that outline broad areas of agreement
of cooperation regarding the work of Peace Corps Volunteers in Uganda.
Volunteers are assigned to government and non-government agencies and
organizations, community based organizations, universities, colleges and
schools who partner to enable Volunteers to provide capacity building in
Literacy Education, Health, Agriculture and Medical and Nursing Education; also
aims to build cultural understanding between Americans and Ugandans.
Job Summary: The
Administrative Assistant (AA) provides administrative and logistical support
for the Peace Corps office in Kampala, Uganda. The incumbent will work as assigned
by the Contracts Management Specialist (CMS) and their duties will include but
not be limited to reception, human resource tasks, and venue selection as
assigned. The AA shall be expected to maintain files and calendar, make
appointments, receive visitors, sort and circulate mail, cables, and other
documents to appropriate PC staff. The AA will also draft and prepare routine correspondence,
maintain efficient flow of information and observe strict confidentiality at
all times.
Key Duties and Responsibilities:
1.
Reception and Administrative Duties: 50%
·
Professionally place calls, answer phones, record
messages, and verify that messages have been received by staff and volunteers.
·
The incumbent will greet visitors; notify staff
promptly of visitors and direct visitors and contractors accordingly.
·
Direct queries regarding Peace Corps to the
appropriate staff member.
·
Keep the reception area quiet, professional, clean,
and organized.
·
Maintain bulletin board and staff whereabouts in the
reception area.
·
Receive and log registered mail (Fedex, DHL, and
official mail).
·
The Administrative Assistant will regularly update
telephone directory database for staff and Volunteers.
·
Manage storage for Volunteer and staff parcels and
mail. Send out diplomatic pouch and ensure that mail coming into and leaving
the office is collected and delivered in a timely manner.
·
Prepare bills of collection for staff and vendors.
Track payments made on such bills and attach copies of receipts as obtained.
Enter billing data in the Peace Corps financial system.
·
Act as a receiving official for all packages and
supplies that are delivered to Peace Corps.
·
Prepare information packets for guests and
consultants.
·
Act as a back up to the Travel Coordinator, Medical
Secretary and photographer for PC events.
·
Maintain confidentiality on all official
communications within the Peace Corps Office.
·
Receive and log applications for vacancies and
assist in the scheduling and coordination of interviews.
·
Work closely with the HR Specialist organize staff
records and electronic HR files so that documentation can be retrieved in an
orderly manner.
·
Render support with scheduling of orientation for
new staff. Work with various departments to coordinate and make sure
orientation for new staff happens as per schedule.
·
Assist with providing the necessary application
forms to selected candidates. Work with the candidates to make sure forms are
properly filled, draft cover memo for the DMO’s signature, make copies for the
personnel files before sending to the RSO’s office for security clearance.
After submission, follow through with the Security clerk at the Embassy to
track status of clearances.
·
Maintain an updated staff list of security
certifications/re-certifications by keeping track of all the processes with the
help of the PC Safety and Security Manager.
3.
Conference Venue Selection: 20%
·
Contact and liaise with local hotels to acquire
accommodations for Peace Corps conferences and events.
·
Request for quotes for events using information
provided by the Training department or relevant PC Uganda staff members.
·
Visit venues beforehand and coordinate any
logistical needs.
·
Keenly review and analyze vendor quotes, prepare a
file with all the communication pertaining to a specific request and present to
the Contracting Officer for finalizing of the Contracts.
·
Timekeeper – collect bi-weekly staff timesheets for
approval by the appropriate staff member and file accordingly. Maintain
timesheets, PC-57, and leave forms for all staff.
·
Prepare identification (ID) and emergency cards for
PCVs and Short Term PSCs and ensure timely replacements in case of any losses
reported.
·
Prepare Business Cards for eligible PSCs.
·
In charge of preparing packets for ET, COS, DOS,
After Corps for Volunteers and enter accurate COS/ET data in PC Uganda computer
systems.
·
In charge of the reconciliation of the recorded
inventory in the health office on quarterly basis. Prepare an annual report
addressing all controlled substances, specially designated items be conducted
and submitted to OHS.
·
Render support in organizing PC Uganda receptions
and other events.
·
Serve as one of two Records Liaisons for PC Uganda.
·
Train newly hired staff on policies and use of
administrative forms.
·
Performs other duties as may be assigned by the DMO
or CMS and which do not conflict with primary duties and responsibilities as
outlined above.
Qualifications, Skills and
Experience:
·
The ideal candidate for the United States US Peace
Corps Administrative Assistant should have completed secondary school education
with a diploma in business administration from a recognized institution. Applicants
with a Bachelor’s degree in Business Administration, Secretarial studies
preferred.
·
At least two years’ experience in Secretarial/ Administrative
Assistant work. Previous experience in an International Organisation is highly
desirable.
·
Excellent computer skills i.e. Knowledge of
Microsoft Office and internet is a must.
·
Previous experience in a fast paced work
environment.
·
Excellent interpersonal skills. The applicant must
feel comfortable working collaboratively with colleagues from multicultural
backgrounds.
·
Languages: Excellent
written and verbal communication skills in English.
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 in this format “Surname FirstName_Position Title” e.g. Katungu
Bonita_AA.” Submitted documents become the property of Peace Corps and
will not be returned. 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.
Deadline: 8th December, 2015
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