Job Title: Executive
Assistant USAID, EXO OFFICE
Assistant USAID, EXO OFFICE
Organisation: United States
Embassy, USAID
Embassy, USAID
Duty Station: Kampala,
Uganda
Uganda
Position Grade: FSN-9
(Ugshs52,082,441 to 75,583,897 p.a. inclusive of allowances).
(Ugshs52,082,441 to 75,583,897 p.a. inclusive of allowances).
About 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.
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: Job Summary: The USAID Executive
Assistant performs a variety of administrative duties in support of the FSN
staff portfolio as well as arranging for all host government required actions
related to the present of U.S.G. funded partner staff and activities. In
support of the Executive Officer and the Administrative Specialist, the
incumbent provides human resource
services toAmerican and local employees assigned to the USAID Mission comprised
of approximately 180 staff members including USDH, USPSC, TCNPSC, PASA, Fellow,
and FSN personal services contract (PSC) employees. The human resource services
include recruitment and appointment, issuance of personnel actions, placement
and promotion of local employees, FSN compensation administration, locally
employed staff position classification under the MClassprocess, maintenance of
the Mission Staffing Pattern and other staffing records and projections,
orientation and personnel processing of incoming and outgoing employees,
operation of various awards program, participation in wage surveys, mentoring
program, and preparation of various periodic and non-recurring reports.
Position manages the FSN performance evaluation program, the FSN Medical Plan
and helps to coordinate the Mission training program.
Assistant performs a variety of administrative duties in support of the FSN
staff portfolio as well as arranging for all host government required actions
related to the present of U.S.G. funded partner staff and activities. In
support of the Executive Officer and the Administrative Specialist, the
incumbent provides human resource
services toAmerican and local employees assigned to the USAID Mission comprised
of approximately 180 staff members including USDH, USPSC, TCNPSC, PASA, Fellow,
and FSN personal services contract (PSC) employees. The human resource services
include recruitment and appointment, issuance of personnel actions, placement
and promotion of local employees, FSN compensation administration, locally
employed staff position classification under the MClassprocess, maintenance of
the Mission Staffing Pattern and other staffing records and projections,
orientation and personnel processing of incoming and outgoing employees,
operation of various awards program, participation in wage surveys, mentoring
program, and preparation of various periodic and non-recurring reports.
Position manages the FSN performance evaluation program, the FSN Medical Plan
and helps to coordinate the Mission training program.
Key Duties and
Responsibilities:
Responsibilities:
A. Human Resource Services Administration 50%
1. Position Classification/MClass
- Intuitively reviews with supervisors to
ensure that position descriptions (PDs) are accurate and that current PDs
are on file for all employees. As a certified evaluator, prepares
documentation for the MClass classification process application including conducting
job analysis interviews with job holders and, as necessary, with
supervisors to gain an in-depth understanding of the duties and
responsibilities of the position being evaluated. - Ensures that the Job Discussion Help Sheet
(JDHS) is completed by the job holder and immediate supervisor to ensure
accuracy and quality data. Meets with job holders and supervisors to
explain and answer queries about the MClass implementation, e.g. effect on
compensation in case of position downgrade, effective date of promotion in
case of position upgrade, etc. - Coordinates with Regional Human Resource Support
Unit in Pretoria, and USAID/W/HR the submission for approval of the MClass
reports and results. - Actively consults with the USAID/W
Database Administrator on problems with the MClass system. - Serves as the Point of Contact for the
MClass regional Human Resource Support Unit in USAID/South Africa –
Pretoria. Maintains a spreadsheet of MClass implementation progress and
results. - Maintains a separate filing system for the
MClass project.
2. FSN Recruitment and Personal Services Contract Administration
- Reviews contract procurement requests for
completeness, presence of necessary technical information, evaluation
criteria and appropriateness as a PSC, conferring with the originator to
answer any questions regarding requirements. Based upon informed knowledge
of various markets, recommends probable sources, advertising requirements
and any other conditions that may apply. - Prepares position advertisements and
receives applications submitted by potential candidates for USAID Uganda
vacancies. - Assesses applications against PD
requirements; discusses possible trade-off with recruiting officials when
none of the candidates has exactly the qualifications sought; proceeds
with preliminary screening and short listing applications. - Verifies information provided by candidates
by contacting references and past employers. Ensures consistency in application
of tests and other criteria. Screens applications for professional
positions and discusses these with the EXO who provides recommended action
and approval. - Prepares new FSNPSC contracts and
modifications using established contract format and attachments as
provided in the AIDAR. - Prepares memoranda of negotiations and
ensures appropriate contract documentation is completed and filed in the
individual - contract files.
- Drafts various recruitment correspondences
including notification on non-selection and letter of job offer to the
successful applicant. - Obtains FSN security and medical
clearances through the Embassy RSO and Medical practitioners respectively. - Manages the mentoring program for all new
employees. - Offers new FSN employee orientation and
explains mission policies, rules and regulations, employee benefits and
all other contract provisions. - Prepares all personnel related documents
such as cables to FSC Charleston to effect personnel actions. These personnel
actions include initial hire information, salary change, WGIs, funding
data, promotions, transfer, reassignment, termination and
retirement.Initiates and completes the close-out of personal services contracts
in accordance with contract close-out procedures.
3. FSN Performance Evaluation
- Administers the FSN performance evaluation
process. Ensures annual performance evaluations are accomplished. - Provides supervisors of the JF-50 Work
Plan and Performance Evaluation Report form, notifies them of due dates,
reminding that a late report can delay the processing of contract
renewal/extension and/or within-grade increase. Follows through with employees
and supervisors to ensure evaluations are submitted on due dates. Reviews
all performance evaluation reports to ensure that the performance rating
is supported adequately in the supervisor’s narrative summary. - Guides and explains to supervisors/rating
officers the performance evaluation process, including probationary
ratings, unsatisfactory or substandard ratings, performance factors,
employee statements, reviewing statements, rating period, and all other pertinent
policies, rules and regulations.
4. FSN Medical Plan
- Coordinates with the Embassy the medical
insurance coverage for all FSN employees. Provides detailed information to
employees, such as authorized clinics, allowable medical expenses,
hospitalization benefits, contact persons in case of emergencies, etc.
When an employee or employee dependent is admitted in a hospital,
incumbent liaises with the hospital, the medical insurance company and the
employee. - Serves as USAID point of contact for the
medical insurance contractor.
5. Mission Training Program
- Serves as custodian for SF-82s. Ensures
that employees sign the repayment agreement form before departing for
training. - Ensures that FSN employees are covered
under the USAID/W Health and Accident Coverage - (HAC) travel insurance.
6. Mission Incentive Awards Program
- Administers the Mission incentive awards
program. - Solicits award nominations and provides
information and guidance on available awards, criteria and procedures for
nominating employees for awards. - Makes sure that award nominations are prepared
in the correct format. - Coordinates with the Embassy HR Office the
submission and processing of Mission award - nominations and the preparation for award
ceremonies. - Prepares the certificates and ensures that
citations are correct and accurate. - Coordinates with the Office of Financial
Management (OFM) the payment of on-the-spot cash awards. - Keeps track of all records for the annual
processing of awards. Maintains a spreadsheet containing records of awards
processed for all employees. - Works closely with USAID/W Africa Bureau
the processing of award nominations for USDH employees.
7. Personnel Files and Records
- Serves as custodian of all FSN personal
services contract files. Maintains a check list to ensure all required
documents are filed, including memoranda of negotiation, security and
medical clearances, contract and contract modifications, position advertisement,
selection process, transmittal cables for personnel actions, employee
performance evaluation reports, etc. - Updates the personnel database which
contains individual employee personal information, such as dependent
information, emergency contacts, next of kin, security clearance date,
contract expiration, entrance on duty, training courses taken, awards
received, etc. - Updates, reviews and maintains Mission
policies, procedures and guidelines regarding human resources in the form of
Mission Orders.
B. Employee Relations, Advisory Services and Other Duties 25%
- Offers guidance, advice and assistance to
employees on a wide variety of personnel matters, such as local social security
benefits, retirement, recruitment, appointment, probation period, and
separation. - Guides on the FSN leave policy and the
Local Compensation Plan. Liaises with the Embassy Human Resource Office on
such issues as wage surveys and implementation of new compensation plan - Gives advice on the local labor practices,
laws and regulations. - Advises and/or recommend changes on the
beneficiary form. Follows up on staff emergency locator information, e.g. filling
the forms and ensuring the next of kin is provided. - Accesses the ADS, the AIDAR, the FAM, FAH
and all other reference documentation for interpretation on human resource
issues. Researches human resources regulations and provides information in
this regard to all staff. - Backs up the Executive Specialist and
assists in disseminating information to USDH staff concerning
career-related matters, i.e. open
assignment announcements, backstop offices, allowances, health benefits
open season, arrival and departure
procedures, etc. In the same manner, assists in disseminating information
to USPSCs and all other international staff on a wide variety of personnel
matters, such as post assignment privileges, home leave/annual
leave/R&R regulations and
procedures, training information, repatriation, etc. - Prepares all regular and any special
reports on personnel issues required by Management, Embassy, AID/W
and others. This includes the
monthly staffing pattern for Management, staffing projections for the
Annual Report, providing information
to the Embassy HR/O to complete the FSN compensation questionnaire required
by State HR, employee and dependents list for the medical insurance
provider, E-Learning staffing report for AID/W, MClass Report for - M/HR/USAID/W and HRSU, list of separated
FSN employees during the calendar year for the RSO, Consular, etc.
C. Partner organizational support 25%
- Works closely with Office of Acquisition
&Assistance (OAA) and respective AOR/CORs to establish the eligibility
of partner requests especially in
registration of equipments and vehicles as well as exemption for imports. - Obtains requests from AOR/COR/Technical
offices for clearing incoming international partner staff assigned to Uganda
and project property including vehicles, equipment, etc. Draft tax
exemption letters for approval by the EXO and Commission of Customs.
Delivers MFA/DP Form 3/Diplomatic notes/Customs Exemption letters with
attachments including airway bills,
commercial invoices and any other necessary documents to relevant offices
for approval. Delivers exemptions to the clearing agents for clearance
from the bonded warehouse. - Prepares necessary documentation to
register USG funded partner project vehicles. Prepares diplomatic notices
for work permits and long term visas documents for arriving contractors.
Arranges for renewal of expired work permits and visas. Maintain the filing
system regarding partner support activities/requirements. - Serves as a point of contact for partner
organizations. Addresses partner inquiries including transfer of POVs, processing
of work permits, dependant and students passes. - Prepares custom clearance documentation
for out-going personal shipments (HHE, UAB, POV) for international partner
staff. - Performs any other duties as assigned.
Qualifications, Skills and
Experience: All applicants must address each selection criterion detailed
below with specific and comprehensive information supporting each item.
Experience: All applicants must address each selection criterion detailed
below with specific and comprehensive information supporting each item.
- The ideal candidate for the
aforementioned US Embassy career opportunity should possess a Bachelor’s
degree in Business Administration, Human Resources or Business Management
required. - At least four years of progressively
responsible experience in human resources management or related field such
as logistics and management required. - Strong knowledge and understanding of the
3 FAM, 3 FAH, ADS 400, Standardized Regulations, handbooks and manuals
pertaining to personnel management particularly position classification,
recruitment and employment. Thorough knowledge of local labor laws and practices.
- Knowledge of guidelines concerning terms
and conditions of employment of local employee staff. - Must be particularly knowledgeable with
the AIDAR as this relates to employment under personal services contracts.
- Good working knowledge of regulations
governing the preparation of documentation and other paper work for the
shipment of private and U.S.G. property. - Extensive knowledge of host country
regulations governing customs clearance, shipping policies and procedures
and insights of the Bilateral Agreement. - The applicant must be personable and
tactful, resourceful and able to develop and cultivate possible sources of
job applicants for a variety of positions. - Ability to read and interpret available
regulations in the area of contracting, and ability to plan, organize,
establish priorities, direct and follow up on work; ability to maintain
confidentiality as needed. - Extreme discretion in handling personnel
matters and be able to inspire confidence. - Must establish and maintain effective
working relationships with managers, supervisors, and employees. - Ability to counsel employees and
supervisors on work related problems, to handle changing priorities, meet
deadlines and requirements quickly and competently. - Must be tactful and effective in dealing
with partner staff and in dealing with host country officials and other
shipping, packing and transfer companies. - Be professional and possess social skills
to handle and facilitate cross-cultural and interagency relationships. - Possess a high degree of diplomacy and
persistence is required for effectiveness. - Language Requirement: English
(level IV – fluent) and host country languages(s) proficiency 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:
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 [email protected].
NB: Only electronic submissions will be accepted and only shortlisted
candidates will be contacted.
candidates will be contacted.
Please clearly indicate the position applied for in the subject area of
the email submission.
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.
Acrobat (.pdf) and please send all documents in one file attachment.
Telephone: 0414-306001/259-791/5
Deadline: 29th October,
2014
2014
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.
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.
For More Ugandan Jobs, Please Visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline
find us on our facebook page https://www.facebook.com/UgandanJobline