United States US Embassy USAID Careers – Administrative Assistant

Job Title:      Administrative Assistant
Organisation: United States Embassy, US Mission in
Uganda
Duty Station: 
USAID OFM Office, Kampala, Uganda
Salary Grade: FSN-7 (Ugshs. 31,957,213 to 46,237,204
p.a. inclusive of allowances).
Vacancy Number: 47/15
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 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.
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 USAID Administrative Assistant offers a full range of administrative
assistance and management support (i.e. travel, procurement, personnel,
information management, etc.) to the Controller, Deputy Controller and staff of
OFM. He/she also manages the Controller’s calendar and phone calls, schedules
and manages the Controller’s internal and external appointments and meetings;
receives, reviews and routes to appropriate action officer all incoming
correspondence and communications. In addition, the job holder processes travel
requests, makes travel and hotel reservations, and requests country clearance
for the Controller and other OFM staff; and maintains OFM’s sensitive
(administrative) files. As the Records Management Officer for the OFM Team, the
Administrative Assistant is also responsible for maintaining, storing, and
disposing official OFM records, files, documents, etc. He/she maintains control
over all accounts receivables; issues bills for collection, follow-up on
outstanding bills and maintains a database. The incumbent is OFM’s first point
of contact with USAID/Uganda, embassy staff and other OFM clients, including
USAID/Washington, RIG/Pretoria, Government of Uganda staff; USAID Implementing
Partners, Development Partners, Private sector entities, vendors, etc.
Key Duties and Responsibilities:
·        
Technically
supports OFM Office Director (Controller), and Deputy Controller in strategic
planning to establish, maintain and improve processes, procedures and systems
to ensure the effective and efficient overall operation of OFM.
·        
Serves
as first point of contact with external entities for all issues related to
Controller and OFM office operations including payment services,
communications, circulation of documents, management of timesheets and annual
leave requests, etc. Independently responds to various requests or directs
communication to proper action officer.
·        
Manages
the Controller’s phone calls, schedules his /her appointments, and maintains
his/her calendar. Arranges meetings and conferences with Mission and host
government officials, embassy and other US government officials, donor
agencies, contractor and other public and private sector organizations.
·        
Receives,
reviews and routes to appropriate action officer all incoming correspondence
and communications. Tracks and follows up to ensure timely responses. Reviews
documents submitted to the Controller for signature for accuracy and adherence
to required formats; reviews, edits and controls the quality of outgoing
correspondence and other documents.
·        
In
charge of arranging in-country, regional and international travel for the
Controller and other OFM staff. Processes travel requests, makes travel and
hotel reservations, requests country clearance, and prepares visa application
materials. Assists with all logistical arrangements for site visits out to the
field for OFM staff and TDYers; as well as setting up all the initial
materials, schedules, in-briefings for TDYers and new staff.
·        
Keenly
prepares formal OFM memos and letters; disseminates documents, and assists in
the maintenance of OFM files; creates and disseminates quarterly reports on OFM
activities and other briefing materials. Develops and supervises the use of OFM
electronic database and files on the shared OFM directory; develops and
maintains correspondence/document models and templates for OFM operations.
·        
Manages
bills for collection (BFC) requiring issuance and tracking of bill numbers for
all Mission staff utilizing Mission’s cellphones and any other item that
requires billing; ensuring that bills are promptly issued and follow-up to
minimize number of past due bills for collection (i.e. composing reminders for
outstanding bills to employees, contractors, grantees, invitational travelers
e.t.c.) Ensuring that billing discrepancies and problems with individual
employees are resolved.
·        
Compiles
and sends bi-weekly Time and Attendance reports for USAID/Uganda Locally
Employed Staff using State Dept. Time and Attendance system. Maintains OFM
staff time and attendance records and leave schedules and files for USDH, USPSC
and FSN staff.
·        
Responsible
for creating, maintaining, storing, and disposing official OFM records, files,
documents, etc. Serves as the Records Management Officer for the OFM Team, per
Mission guidance, including establishing a records management system in the
office, organizing files, identifying active and inactive records and
historical documents, and giving guidance to technical team CORs/AORs on
records management.
·        
Organizes
and manages OFM office retreats and other large off-site meetings. Coordinates
office meetings, prepare minutes and follow up on implementation of assigned
action. Develops and maintains a coordinated work schedule for the entire OFM
Team; arranges meetings, responds to meeting requests, and helps to keep the
team aware of upcoming Mission and external events. Organizes and prepares the
agenda for all OFM team meetings.
·        
Proactively
communicates and assists with operationalizing policies and procedures
published in OFM notices. Provides office in-house guidance on various computer
applications, including housekeeping operations and collaborates with the
Systems Manager in resolving computer user problems. Serves as resource to OFM
technical staff concerning administrative, computer software packages, filing
documentation procedures.
·        
Perform
any other duties as assigned, including but not limited to: Preparing travel
advance requests and arranging liquidation after the trip for locally employed
staff (LES); preparing bank comfort letters (i.e. employment status and
earnings) for LES; periodically logging invoices, payment and travel vouchers
in Phoenix; preparing e-General Receipts; assisting payroll manager prepare
salary advance cables; etc.
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 USAID US Embassy Administrative Assistant career
opportunity should hold a bachelor’s degree from an accredited educational
institution authorized to grant baccalaureate degrees in business-related
courses in any of the following fields: accounting, business, finance, law,
purchasing, economics, industrial management, marketing, quantitative methods,
organization and management, or public administration.
·        
Additional
certification in Secretarial studies, office management, or related area is
highly desirable.
·        
A
minimum of four or more years of progressively responsible experience in secretarial
administration or office management, including records and correspondence
management, is required.
·        
Past
experience in writing reports and official letters is required.
·        
Excellent
knowledge of computer applications including a demonstrated proficiency in
using various software applications (Windows, MS Word, PowerPoint, Excel and
Access) and office equipment.
·        
Good
working knowledge of filing systems and records management. Excellent knowledge
of English grammar and spelling, punctuation, paragraph and sentence structure
is required. A basic understanding of the theory and practice of accounting,
budgeting, and financial management is desired. Also desired is a general
familiarity with U.S. Government travel, time      and attendance and financial management
principles and concepts.
·        
The
incumbent must have demonstrable analytical and decision-making skills.
·        
Possess
strong organizational skills with ability to prioritize assigned tasks; able to
organize a large and varied workload in an efficient and timely fashion, and
develop procedures for the successful implementation of work assignments.
·        
The
applicant must also be a dynamic self-starter able to follow through on work
assignments and with ability to work effectively under pressure with minimum
supervision.
·        
The
incumbent must possess excellent interpersonal skills to work effectively as a
team member in a culturally diverse team environment.
·        
Possess
good time management skills, in addition to strong proofreading skills and
attention to detail are necessary.
·        
The
job holder must possess tact and diplomacy to work as a team member and to
interact with staff, internal and external contacts, and to have the
flexibility to adapt to changing priorities.
·        
Excellent
oral/written communication skills are required. Due to the level of
responsibility that accompanies this position, integrity, honesty, discretion,
sound judgment, and strict attention to detail are critical attributes required
of the incumbent.
·        
Language Proficiency: Level IV English ability (fluent) is
required
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: 12th July 2015
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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