US Embassy Kampala Administrative Assistant Jobs in Uganda
US Embassy Kampala Administrative Assistant Jobs in Uganda
Administrative AssistantPeace Corps is an international autonomous agency of the US Government with operations in over 60 countries.
It operates in Uganda by the invitation of the Government of Uganda. Peace Corps Uganda has 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-government agencies and organizations, community based organizations, universities, colleges and schools who partner to enable Volunteers to provide capacity building in Education, Health and Community Agribusiness.
Peace Corps also aims to build cultural understanding between Americans and Ugandans. See https://www.peacecorps.gov/uganda for more details about Peace Corps Uganda. Peace Corps Uganda seeks to hire an Administrative Assistant.
Position Title:
Administrative Assistant (AA)
Position type:
Services Contract.
Local hire position
Reports (day to day) to:
Deputy Director of Management and Operations (DDMO)
Location:
Corps Uganda (PCUG) Kampala Office, Uganda.
Basic Function of Position
This position works under the supervision of the Deputy Director of Management and Operations.
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 observe strict confidentiality at all times.
Duties and Responsibilities
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.
Coordinates with courier service providers (FEDEX, DHL) to ensure that all mail and parcels are picked on time 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.
Prepares bills of collection for staff, Volunteers and vendors and enters billing data in the Peace Corps financial system.
Track payments made 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
Prepares information packets for guests and consultants.
Coordinates the Admin team meetings, and other activities, takes notes and tracks agreed upon actions.
Maintains a calendar of Admin staff leave.
Serves as backup Post Time and Attendance Clerk.
Collects bi-weekly staff timesheets, verifies for accuracy and submits for approval by the appropriate staff member/supervisor before filing accordingly.
Serves as back up in reconciling of leave forms and timesheets for all staff and generates accurate PC-57 reports, on request, quarterly and/or at each fiscal closure and at end of PSC contracts.
Assists HR Specialist, organize staff records; assist in electronic filing and records archiving for easy access and retrieval.
Receives and logs applications for various vacancies and performs initial screening of applicant documentation.
Assists with the scheduling, preparation and coordination of interviews.
Prepares welcome packets for all new hires, TDYs and guests and updates the staff bios.
Updates the Mission of all PC visitors, TDYs, new hires and departures.
Maintains an updated short term staff list of security certifications/re-certifications by keeping track of all the processes with the help of the PC Safety and Security Manager.
Qualifications
Education: Bachelor 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. Experience with US Government is highly desirable.
Languages: English with excellent written and verbal communication skills.
Skills and abilities: Excellent computer skills.
Knowledge of Microsoft Office, financial software and internet is a must.
Excellent organizational and interpersonal skills.
The person must feel comfortable working collaboratively with colleagues from multicultural backgrounds and must demonstrate a positive service attitude.
Legally able to work in Uganda.
Position Elements
Supervision – The AA has no supervisory duties.
Nature, Level, and Purpose of Contacts:
PC/W and the regional staff provide guidance and assistance to accomplish the objectives of this contract.
PC/W is also the source of a great deal of informational resources to support the activities of Peace Corps volunteers.
Country staff and AA work collaboratively with all other Peace Corps Uganda staff to design and support Peace Corps activities in Uganda.
The AA will work collaboratively with the Director of Management and Operations (DMO), General Services Manager (GSM), training staff, sector Program Managers, Peace Corps Medical Contractors, the Safety and Security Coordinator, and other Administrative staff on reimbursements requests by PCVs, staff and vendors.
The AA will work collaboratively with local, regional and headquarters Peace Corps staff to effectively meet the Peace Corps’ world-wide strategic goals.
The AA is in contact with most Peace Corps staff, Volunteers and Trainees in order to assist with some financial transactions.
The AA is in contact with many vendors doing business with the Peace Corps in order to make payments, reservations, and collections as needed.
Logistics – Work will primarily be performed in an office setting at the Peace Corps office in Kampala, Uganda.
Site visits and travel outside of the office may be required.
Logistical support is largely provided by the Administrative Section at post, other posts in the region and by PC/W.
Time Required to Perform Duties: The AA is contracted for a base year of twelve (12) months, with four (4) one (1) year option periods.
The AA shall not work less than 40 hours per week. The AA is paid per day on a bi-weekly basis. Work days may vary in length according to the needs of the program, and may include holiday, weekend and evening work.
Authority to Make Commitments:
The AA has no authority to make commitments of USG funds.
Time Required to Perform Full Range of Duties:
The time required for a qualified individual without experience in Peace Corps to perform fully and adequately duties of this position is 1year.
How to Apply
Only Electronic Submissions will be accepted.
Please submit only Ms. Word formatted documents to include: a letter of interest (one page maximum), resume (three pages maximum), names and contact information for three references to ug-applications@peacecorps.govby 23th April 2019 .
Clearly indicate your name and the position applied for on the subject line of the cover email as well as on all the attachments: For example “Katungu Bonita_AA” for the Administrative Assistant Position.
Do not write any other words in the subject line of your mail.
Submitted documents become the property of the Peace Corps and will not be returned.
You will be contacted Only if you are deemed qualified.
If called for an interview, you will be expected to bring a reference letter from your area Local Council (LC1) and also show proof of your academic credentials.
For more information and job application details, see; US Embassy Kampala Administrative Assistant Jobs in Uganda
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