The Ugandan Jobline

• Oversees
  and streamlines communication flow into and out of the Country Director’s
  office including screening incoming telephone calls and as well as
  managing of both incoming and outgoing electronic communications from the
  CD’s inbox, receiving visitors, arranging appointments and scheduling
  meetings.
• Manages
  and organizes the filing system for the Country Director. Maintains and
  ensures accessibility, as well as the security and integrity of Peace
  Corps Staff and Volunteer files.
• Sorts
  the CD’s incoming mail and oversees distribution of cable traffic, faxes
  and Embassy Administrative notices; prepares draft responses to incoming
  letters where appropriate, alerts CD to urgent correspondence
• Manages
  CD calendar, this requires interaction with Volunteers, internal and
  external executives and assistants and consultants to coordinate a variety
  of complex executive meetings
• Arranges
  and coordinates the travel logistics for the CD and international visitors
  including setting appointments, preparing necessary travel documents and
  information packages and making hotel reservations.
• Support
  senior staff with preparation of presentation materials
• Regularly
  review and summarize miscellaneous reports and documents; prepare
  background documents and outgoing mail as necessary.
• Initiates,
  develops and maintains contacts with government officials, officials from
  U.S. Government Agencies, NGOs partners, and Peace Corps Alumni in country
  where appropriate. This includes developing and maintaining database of
  important contacts to be used for mail merges, special event invitations,
  etc
• Creates
  and maintains an Official Peace Corps information packet to distribute to
  visitors providing an overview of PC Uganda’s work.
• Supports
  in the identification of venues, speaker selection, draft programs and
  prepares logistical arrangement for Peace Corps events such as swearing-in
  
• Processes
  press releases for the Country Director and notifies media representatives
  of significant events.
• Actively
  support safety and security function, updating CD phone with pertinent
  data and up to date contact information
• Organize
  special events and projects
• Compile,
  transcribe and distribute meeting agendas and minutes
• Send
  out diplomatic pouch mail and ensure that mail coming into and leaving the
  office is collected and delivered in a timely manner
• Steer
  the administrative assistants and Program Specialists, coordinating
  meetings and maintain effective communication flow in the organization

• Establishes
  and maintains program and Volunteer personal files. Set up and maintain a
  database of Peace Corps Volunteer (PCV) and Peace Corps Trainees (PCTs)
  information.
• Manage
  the volunteer resource centre to ensure efficient and effective
  resources/information availability and timely dissemination to the
  Volunteers.
• Prepares
  arrival and departure cables for Volunteers and Trainees, and all official
  international visitors
• Establishes
  and maintains liaison with those individuals, institutions and agencies
  with which Peace Corps has professional working relationships.
• Records
  workshop proceedings, and assists with trainings, conferences and special
  events as requested and authorized by the CD
• Attends
  all Staff and Management meetings. Participates fully and prepares any
  required information for these meetings in a timely manner as requested by
  the CD.
• Serves
  as assistant editor of the Volunteer newsletter
• Maintain
  and manage effective filing system
• Performs
  any other tasks as assigned by the CD or his/her designee

• The
  applicant should hold a Bachelor’s Degree
• Five
  or more years’ experience supporting at the executive level
• Good
  knowledge and understanding of office and administrative procedures,
  excellent calendar management, including the coordination of complex
  executive meetings.
• Computer
  literacy skills i.e. proficiency in Microsoft Office, including Word,
  Excel, Outlook and creation of Powerpoint presentations, scheduling of
  travel, creating and modifying of processes.
• Possess
  excellent organizational, writing and interpersonal skills
• Past
  exposure and experience in a multicultural environment and Volunteer
  support organizations preferred

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