United States Embassy Career Jobs – Administrative Specialist

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Organisation: United States Embassy, US
Mission in Uganda
Vacancy Number: 046/2013
Salary Grade: FSN-8 (Ugshs. 38,988,039
to 58,134,949 p.a. inclusive of allowances)
About US Embassy in
Uganda:
The United States has enjoyed
diplomatic relations with Uganda for over 30 years.  Ambassador Scott
H. DeLisi 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. 
Job Summary: The Administrative Specialist will
act as a liaison specialist and representative for the U.S. Army Africa
(USARAF) customer service desk located at the U.S. Embassy, Kampala, Uganda. S/he
also offers outstanding customer service support to military, Department of
Defense (DoD)/Department of the Army (DA), military, civilians, and contractor
personnel in need of assistance. The job holder also facilitates the
coordination of travel for personnel traveling in support of various USARAF
operations and exercises.
Key Duties and Responsibilities:
1. Serves as a point of contact for USARAF at the USEMB in Kampala,
Uganda. (5%)
  • Works issues and responses to requests for information, carrying out
    daily coordination. Carries out daily coordination and prepares for meetings
    and visits.
  • Communicates the Commander’s position on issues of interest and
    coordinates with the U.S. Embassy (USEMB) in Kampala.
  • Serves as a conduit between USARAF, USEMB in Kampala, and other DoD
    agencies.
  • Establishes and maintains close personal working relationships with
    Commanders, personnel offices, emergency operations centers (EOC), deployment
    managers, and other essential points of contact.
  • Supervises and oversees the recurring maintenance of Cooperation
    Security Location (CSL) Site1.
  • Coordinates with Ugandan Peoples Defense Force (UPDF), Uganda’s Civil Aviation
    Authority (CAA), contractors and maintenance personnel accordingly.
  •  Reports to OSC Chief and
    provides weekly reports on status of CSL site 1 to USARAF.

  
2. Familiarizes with the CSL maintenance personnel, contractors and
Office of Security Cooperation (OSC) with programs policies, and procedures. (20%)
  • Performs on site inspections of the CSL site 1 facility.
  • Directs taskings, inquiries, reports, requests for information or
    assistance, and other communications to appropriate organizations or personnel
    to ensure timely and accurate response.
  • Prepares correspondence, reports, position papers, fact sheets, and
    letters on issues of importance to USARAF and USEMB through the OSC Chief,
    USEMB, Kampala.
  • Analyzes issues, performs research, and formulates official responses
    to written and telephonic requests.
  • Cites and discusses regulations, directives, and their application to specific
    issues.
  • Exercises tact, discretion and judgment concerning inquiries and
    replies received from or conveyed to personnel maintenance, contractors, UPDF,
    USEMB and other agencies.
  • Develops broad, long-range objectives related to the management of CSL
    1, identifies work to be done, and establishes deadlines for completion of
    plans.
  • Exercises independent judgment and initiative to develop these
    objectives

3. Responsible for maintaining CSL Site (45%)
  • Ensures that CSL is operational within five (5) days of notification.
  • Sees that generators, ablution units (showers and latrines), container
    housing units (CHU), and multi-purpose facility (MPF) are operational and in
    serviceable condition. Initiates a service contract to repair all CSL
    facilities as needed.
  • Coordinates with OSC and USARAF to replace equipment if necessary.
  • Assures that in case of a power outage or a malfunction of the main generator,
    the backup generator is operational for a minimum of twelve hours of
    uninterrupted service. Accountable for all property and equipment at CSL site
    1.
  • Conducts an inventory of all CSL equipment with the using unit before
    and after use of the CSL.

4. Advises the USARAF staff in preparation of site visits, exercise and
operations. (20%)
  • Ensures that information is accurate and consistent with previous
    information and/or correspondence provided.
  • Makes arrangements for visits by USARAF members and briefs the
    leadership on areas of interest. 
  • Coordinates transportation for essential staff between the airport,
    USEMB, Kampala and other locations.
  • Coordinates with USEMB approved vendors on quotes regarding items being
    purchased for CSL Site 1.
  • Coordinates customs clearance, tax exemptions, tariff exemptions for
    USARAF property and other duties as assigned by the OSC Chief.

5. Occasionally operates a commercial design passenger vehicle or small
cargo van on-site and over public roads. (10%)
  • Must be licensed in Uganda to drive.
  • Plans routes in consideration of factors such as security of
    passengers, driving distances, known or anticipated road and traffic
    conditions, and time requirements.
  • Operates the vehicle in compliance with agency and host nation safety
    and traffic laws and rules. Makes arrangements for the secure parking of the
    vehicle at destinations.
  • Makes vehicle available for emergency services for USARAF personnel
    needing transportation to various locations.
  • Provides transportation for DVs desiring transportation to the
    international Airport.

Qualifications,
Skills and Experience:
NOTE:  All applicants must address
each selection criterion detailed below with specific and comprehensive
information supporting each item.
  • The candidate should have at least two
    years college studies in liberal arts/sciences are required.
  • At least three years
    of substantive administrative experience in a medium to large organization
    or in a project setting, is required.
  • Language Requirement:  Must be fluent
    in the English language.  
  • Good working knowledge of evaluative,
    planning and analytical processes and techniques to modify existing
    procedures and implement future requirements or programs;
  • Knowledge in applying qualitative and/or
    quantitative analytical and evaluative methods and techniques to assist in
    conduct of studies or project that concern the efficiency and
    effectiveness of programs and practices within the purview of the
    organization.
  • Knowledge of computer applications such as
    Word, Excel, and Power Point.
  • Knowledge of pertinent laws, regulations,
    and policies which affect administrative operations and areas of
    responsibility.
  • Knowledge and understanding of management
    principles, practices, methods and techniques to perform projects related
    to management and methods improvement
  • Skill in written and oral communication to
    obtain and provide information related to organizational, administrative
    and procedural matters, and analytical procedures to modify existing
    requirements/procedures and implement future requirements or
    programs.  
How to Apply:
All those interested
in working with the US mission in Kampala should send their applications and
strictly adhere to the following:
Universal Application
for Employment as a Locally Employed Staff or Family Member (DS-174) Download
it Here.
  • A current resume or curriculum vitae.
  • Candidates who claim US Veterans
    preference must provide a copy of their Form DD-214 with their 
        application.  Candidates who claim conditional US
    Veterans preference must submit documentation confirming eligibility for a
    conditional preference in hiring with their application.
  • Any other documentation (e.g. essays,
    transcripts/certificates, awards) that addresses the qualification
    requirements of the position as listed above. 
Submit Application To:
Human Resources Office
By email
at KampalaHR@state.gov
NB: Only
electronic submissions will be accepted and only shortlisted candidates will be
contacted.
Please clearly
indicate the position applied for in the subject area of the email submission.
Please use standard
file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please
send all documents in one file attachment.
Telephone: 
0414-306001/259-791/5
Deadline: 13th November
2013
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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