US Embassy in Uganda Administrative Assistant Jobs
US Embassy in Uganda Administrative Assistant Jobs
Minimum Requirements:Education: Bachelor’s degree in business administration, Social Work, or related field. Additional training in HR required.
Work experience: The candidate must have at least 2 years practical experience performing administrative functions and 1 year performing HR functions in a fast-paced environment. Previous experience working within a multicultural environment is required.
Knowledge: Demonstrated proficiency in facilitation of office and administrative procedures, excellent calendar management, including the coordination of meetings. Languages: English with fluent written and verbal communication skills.
Skills and abilities: Excellent computer skills in Microsoft Office, financial software and internet applications. Excellent organizational and interpersonal skills. The person must feel comfortable working collaboratively with colleagues from multicultural backgrounds and must demonstrate a positive service attitude.
This position requires strict adherence to ethical standards of confidentiality and professional conduct.
Highly organized with attention to detail and ability to prioritize multiple responsibilities.
Legally able to work in Uganda.
Preferred Qualifications:
Education: Degree or formal certification in HR is preferred.
Experience in a multinational NGO or similar organization is preferred.
Previous experience in records management is preferred.
Background
The U.S. 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 and has a memorandum 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-governmental agencies and organizations, community-based organizations, colleges and schools who in partnership enable Volunteers to provide capacity building in Education, Health; Agribusiness and Community Economic Development. Peace Corps also aims to build cultural understanding between Americans and Ugandans.
The work of a Peace Corps Personal Services Contractor (PSC) does not limit itself to the role: active support of the Peace Corps mission is paramount to the job because contractors are representatives of Peace Corps in the country.
Objective of the Position
The Administrative Assistant (AA) provides administrative and logistical support for the Peace Corps (PC) office in Kampala, Uganda. Work will be assigned by the Deputy Director of Management and Operations (DDMO) and will include but not be limited to reception, administration and human resource tasks 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 always observe strict confidentiality.
Tasks & Deliverables
Reception and Administrative Duties:
Professionally greets visitors; notifies appropriate staff promptly and directs visitors and contractors accordingly.
Professionally place calls, answer phones, record messages, and verify that messages have been received by staff and volunteers.
Directs all queries regarding Peace Corps to the appropriate staff member.
Keeps the reception area quiet, professional, clean, and organized.
Maintains bulletin board and staff whereabouts in the reception area.
Manages the DMO calendar and Schedules meetings on behalf of the DMO/DDMO
Works with General Services Team to ensure the team’s transport needs are met.
Coordinates staff and visitors access into the Embassy and processes electronic country clearance on behalf of staff in MyServices App.
Coordinates with courier service providers (FEDEX, DHL) to ensure that all mail and parcels are picked timely and arrive at the PC Headquarters, regional offices, and other destinations. Dispatches, receives and logs registered mail (Fedex, DHL, and official mail).
Coordinates the dispatch of all mail, parcels and supplies that are delivered to Peace Corps.
Regularly updates telephone directory database for staff and Volunteers.
Manages storage for Volunteer and staff parcels and mail.
Ensures that mail coming into and leaving the office is collected and delivered in a timely manner.
Receives telephone bills and coordinates with the utility companies on unacceptable invoices.
Distributes personal bills and keeps a log.
Ensures proper records management in Admin in accordance with the Annual File Plan.
Prepares bills of collection for staff, Volunteers and vendors. Enters billing data in the Peace Corps financial system. Track payments on such bills and attach copies of receipts as obtained.
Assists the Voucher Examiner reconcile monthly payments between the Telephone companies and Peace Corps.
Assist the FAs with updating VICA payroll with Volunteer allowances, bank information, and Volunteer Data status.
Back-up FAs in processing travel advances, disbursements and creating obligations as necessary.
Prepares information packets for guests and consultants.
Act as a Volunteer Support POC during emergency or crisis response.
Coordinates the Admin team meetings, and other activities, takes notes and tracks agreed upon actions.
Maintains a calendar of Admin staff leave.
Custodian of the admin tickler file
Serves as Back up for specified roles of the HR Specialist, Voucher Examiner/Travel Assistant, and Photographer for PC events.
Train newly hired staff on use of the various administrative forms.
Places orders for Business Cards for eligible PSCs.
Assists to make copies or scans of documents for Admin offices as requested by the DMO/ DDMO.
As a Government purchase and travel card holder – makes online purchases and performs monthly reconciliations of the Citibank statements and maintains a log of purchases and presents them to the approver following the reallocation calendar.
HR Duties:
Serves as Post Time and Attendance Clerk. Collects bi-weekly staff timesheets, verifies for accuracy, and submits in a timely manner for approval by the appropriate staff member/supervisor before filing.
Assists the HR Specialist to initiate and follow through security clearance processes with the Mission Regional Security office and track clearance status for both Long-term and Short-term contractors ensuring security clearances for all staff are up to date and uploaded in Odyweb system.
Maintains an updated short term staff list of security certifications/re-certifications by keeping track of all the processes.
Assist the HR Specialist to track staff anniversaries.
Assist the HR Specialist to maintain the PC directory and updates the US Embassy with accurate copies.
Other Duties:
Prepares identification (ID) and emergency cards for PCVs and Short-Term PSCs and ensures timely replacements in case of any losses reported.
Process, enter / update Volunteer VISA and Work permit applications into the PC computer systems. Ensures that copies for all PCVs are on both electronic and physical file.
On quarterly basis, reconciles the recorded inventory in the medical office. Prepares an annual report addressing all controlled substances, specially designated items to be conducted and submitted to OHS.
Assists in organizing PC Uganda receptions and other events.
Serves as one of two Records Liaisons for PC Uganda.
Holds the PCV whereabouts phone and maintains an updated log of information received and reports the number of messages received to the Volunteer Support Meeting every Monday.
Performs other duties as may be assigned by the DMO or the DDMO and which do not conflict with primary duties and responsibilities as outlined above.
How to Apply
For more information and job application details, see; US Embassy in Uganda Administrative Assistant Jobs
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