United States U.S Peace Corps Careers – Executive Assistant

Job Title:   Executive Assistant
Organisation: United
States Government Peace Corps
Duty Station:  Kampala, Uganda
About Peace Corps:
The Peace Corps is an agency of
the United States Government, which sends American Volunteer development
workers to assist in capacity building and technical assistance activities in
over 70 countries worldwide.  Peace Corps
Uganda invites applicants for the position listed above which is based in
Kampala, Uganda.
Job Summary: The US
Peace Corps Executive Assistant provides administrative, logistical and program
support to the Country Director and the Program Team. The incumbent is
knowledgeable of the goals of the Peace Corps and Peace Corps Uganda programs.
The Executive Assistant represents Peace Corps in person, in writing and
through telephone communication and is a link between staff and collaborating
agencies and Volunteers. This includes assistance in the areas of public
relations, government relations, Volunteer support and handling many and
diverse tasks at once. The incumbent exhibits a high degree of personal and
administrative organization to provide a lead role in ensuring the smooth
operation of a fast-paced office environment. S/He will work under the
supervision of the Peace Corps Country Director in Uganda
Key Duties and Responsibilities: 
1. Administrative Support:
  • 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
2. Program Support:
  • 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
Qualifications, Skills and Experience: 
  • 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
Language: Level IV fluency in English language (both
written and oral communication)
How to Apply:
ALL submissions must be
electronic. (Please do not attach academic credentials to the email)
Please submit a Microsoft Word
formatted letter of interest, resume, names and contacts information for three
references to applications@ug.peacecorps.gov. Please clearly indicate the
position applied for on the subject line of your cover email. Submitted
documents become the property of Peace Corps and will not be returned. You will
be contacted ONLY if you are deem qualified. If called for an interview, you will
be expected to bring copies of your academic credentials. Finalists from the
first interview will be expected to bring a reference letter from their Local
Council (LC1) as part of the final review process.
Deadline: 19th January, 2015
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Visit http://www.theugandanjobline.com
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