USAID Administrative Assistant Jobs in Uganda
USAID Administrative Assistant Jobs in Uganda
General Statement of Purpose of the ContractUSAID/Uganda is seeking for qualified individuals to fill the Administrative Assistant (EXO) position in the Executive Office (EXO), USAID/Uganda but seconded to the Front Office.
The primary purpose of this position is to perform duties assigned by the Deputy Mission Director, perform special Front Office functions, serve as Roving Administrative Assistant/back up Administrative Assistant/Office Manager to USAID/Uganda offices and teams.
The Roving Administrative Assistant reports to the Deputy Mission Director and when assigned to other offices, the day-to-day supervision will be from the appropriate Office Director.
Statement of Duties to be performed
Perform office management and administrative duties for the Deputy Mission Director by ensuring policies and practices are implemented which facilitate work.
Plan, establish prioritize, organize and
carry out administrative and clerical function including the preparation of drafts and finals for various documents such as cables, letters, memoranda, reports, tables, or other similar routine correspondence as requested.
Review documents submitted for the Deputy Mission Director’s signature to ensure that they are grammatically correct, free of spelling or typographic errors and adhere to format. Ensure changes, new procedures and decisions made by the Deputy Mission Director are communicated to the responsible office in a timely manner.
Maintain Deputy Mission Director’s calendar and schedule of appointments for meetings and
conferences with Embassy staff, the Government of Uganda (GOU), officials of other donor agencies, implementing partners, other public and the private sector organizations.
Ensure that priority meetings are scheduled, changes are made and communicated in time with all concerned, and that conflicting bookings are avoided at all times.
Set up meetings and track appointments to ensure enough time for the Deputy Mission Director to prepare for day-to-day activities and perform other priority work. Remind the Deputy Mission Director to ensure his/her promptness.
Control access to the Deputy Mission Director by screen telephone calls and visitors, refereeing to other offices, when based on considerable personal knowledge of the organization, objective and lines of communication. Keep track of calls to be returned and using judgment and initiative, place calls when appropriate and in a priority order.
Assemble correspondence, reports, briefers, and other pertinent background materials for the Deputy Mission Director use in speeches, presentations and conferences.
Front Office Functions (30%)
Prepare invitations and ensure they are promptly dispatched with agendas or other related materials.
Prepare correspondence and documents of a non-technical or non-substantive nature as requested by the Mission Director. Research for background materials and data from offices and other staff.
Prepare requests for Motorpool transportation within and outside Kampala for the Front Office and visiting personnel as well as hotel reservations for visiting personnel.
On a recurring basis, order and
always maintain an adequate stock of supplies, arranges orders for office use.
Maintain Front Office important information lists including guest lists, current telephone lists, implementing partners and activities lists, frequently us GOU, donor, POV/NGO and other contact for
Coordinate representational functions.
Screen publications, directives, periodical and newspapers. Communicate this information to Front Office staff and maintain a file of correspondence and notes on significant events.
Roving Duties (40%)
Perform and coordinate a variety of secretarial, clerical, and administrative duties especially when the Front Office Administrative Assistant and other Office Managers are on vacation or sick leave and also
during particular busy periods.
Using automation, draft or prepare in final varied documents, with a high standard of accuracy to reflect professionalism of the respective office and the Mission.
Maintain a system of working files for the Front Office as well as other offices when assigned.
Manage time and attendance and leave schedules for the Front Office as well as other offices when assigned.
The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.
Qualifications
Offers will be initially screened for compliance with application instructions and eligibility in accordance with the minimum qualification criteria listed below.
To ensure compliance with the entire set of this solicitation instructions
Job Knowledge
A good knowledge of the GOU protocol guides, general etiquette and protocol source references and USAID general office practices, regulations on unclassified correspondence control and handling, and files management.
Good knowledge of the English grammar, spellings and punctuations, good sense of document formats and layouts as well as mail handling instructions.
Demonstrated knowledge of the USAID organizational functions, personnel and practices of the activities to which service is provided.
Skills and Abilities
Minimum of level II typing ability.
Must be familiar with computer software such as Word, Excel, Power Point, etc.
Must be devoted to accuracy in overall work approach or willing to learn fast.
Must project professional, courteous, and client-oriented skills to successfully handle and facilitate both telephone and visitors to the office(s) and perform in a cross-cultural and interagency environment.
How to Apply
For more information and job application details, see; USAID Administrative Assistant Jobs in Uganda
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