Job Title: Work Control Clerk
Organisation: United States Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Salary Grade: FSN-5 (Ugshs 32,562,082to 47,841,511p.a. inclusive of allowances).
Vacancy Announcement No: 42-16
Reports to: Facilities Maintenance Supervisor
OPEN TO: Current Employees of the Mission - All Agencies and/or U.S. Citizen Eligible Family Members (USEFMs), Eligible Family Members (EFMs), or Members of Household (MOH) - All Agencies
About US Embassy:
Welcome to the United States Embassy in Kampala, Uganda. The United States has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Deborah R. Malac 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 Work Control Clerk will be responsible for the management of repair work order system for all repairs in office buildings, residential quarters and other government owned or leased properties.
Key Duties and Responsibilities:
1. Receives work request in person, by telephone communication, written requests and e-mails form offices, GSO and other government agencies subscribing to ICASS, occupants of government leased quarters and enters the information into computerized management system. 60%
- Responsible for operating GMMS work order system, reviews and classifies work requests received, seeks for approval and access into residential quarters/offices, alerts works Foreman, supervisors, tradesmen or other staff about emergency/unusual request and on return of work requests from work groups, checks for full work order completion details and selects appropriate responses from a collection of pre written standard operating procedures (SOP) in reference to standards, quality control and customer satisfaction.
- Documents work order completion and prepares reports related to FAC work order operations. Develops and distributes monthly reports on all outstanding, approved, on hold and completed orders for Facilities Manager and FAC team.
- Complies end of the year fiscal reports on work orders detailing expenditures of total materials and labor costs.
2. Responsible for residential quarters spare keys in GSO key box control for mission leased residential properties and USG owned office buildings, spare keys fabrication and issuance of security padlocks. 30%
- Assists in tools/equipment order, replacement parts and workshop bench stock supplies.
- Makes necessary follow up with procurement on parts, equipment and tools ordered for facilities maintenance operations.
- Supports the Maintenance Supervisor to direct, control and dispatch Facilities Maintenance vehicles operations.
- Communicates and coordinates with all American staff and their spouses, FSN employees on repair works in residential quarters and offices status, liaises with Facilities maintenance section supervisors and distributes maintenance orders to work force of 60 skilled and semi-skilled tradesmen.
3. Performs general clerical and administrative functions in support of Facilities Maintenance operations; Helps in filling out requests for issuance of supplies and parts in response to requests for daily maintenance work operations, maintains completed work tickets records and backs up secretary. 10% Will perform incidental driving duties to transport tools, supplies, equipment and personnel and other duties as assigned within Facilities Maintenance including unskilled labour and non- technical tasks
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 US Embassy Work Control Clerk should have completed secondary school. Specialized training in clerical, accounting or supply field is preferred.
- A minimum of two years of progressive responsibility and experience in office communication with necessary judgment on a wide variety of office inquires.
- Broad working knowledge of Mission correspondence style manuals, clerical practices and procedures, strong knowledge of building maintenance operations as well as maintenance trade is required.
- Good working knowledge of Department of State and associated agency services provision procedures and regulations.
- Must be able to use computer and typewriter, be able to communicate required job tasks to GSO/M supervisors, understanding of basic maintenance requirements and have a positive attitude to build a good customer relationship with embassy personnel, contractors and others. Must hold valid Ugandan driving license.
- Language Proficiency: Level 111 English ability is required with moderate command of vocabulary, presentable writing and communication skills with clarity in expression.
How to Apply:
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
- Download a completed and signed Universal Application for Employment as a Locally Employed Staff, Download it Here.
- Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)
Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov
NB: Your application will be reviewed if you have fulfilled all the requirements including submission of standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple Attachments) and should not exceed 10MB. Please clearly indicate the position number and title you are applying for on the DS-174 form.
Deadline: 20th May 2016
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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