The Ugandan Jobline

• 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, 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.

• 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 maintain an adequate stock of
  supplies at all times, 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 easy
  referral.
• 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.

• 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 applicant
  should have completed secondary school. Training in Secretarial or
  business administration and other studies leading to a certificate in
  computer applications advantageous.
• Three years of
  progressively responsible work experience in a position which provided an opportunity
  for on-the-job training in protocol and diplomatic customs matter.
• On the job
  training in USAID procedures and regulations i.e. ADSes and automated word
  processing systems.
• Other training
  in computers software programs as available.
• Level IV ability
  (proficiency) written and oral communication skills is required.
• A good knowledge
  of the GOU protocol guides, general etiquette and protocol source
  references and USAID general secretarial and 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.
• Must have
  knowledge of the USAID organizational functions, personnel and practices
  of the activities to which service is provided.
• A 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:

• 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. 

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