The Ugandan Jobline

• United States Agency for International
  Development (USAID)
• Centers for Disease Control (CDC)
• Peace Corps

• The incumbent will maintain the Office
  Director’s calendar and ensure that scheduling conflicts are resolved in a
  timely manner.
• Prepare memos, letters, cables, spreadsheets,
  no-fund and funding response letters, SOILs, MAARD, GLAAS, briefing
  materials and visa referral requests, etc. at the direction of the DRG
  Office Director. Follow up on GLAAS actions and related documents for both
  a program and non-technical nature for DRG programs, commodity
  procurement, short-term technical assistance and project funded FSN
  salaries. Tracks clearances and liaises with the Finance Management Office
  (FMO) and Contracts Office. Provide quality control for the administrative
  unit of the DRG office. Ensure that all documents produced by the office
  are properly formatted and are completed in a timely manner. Draft country
  clearance cables and secure necessary clearances for TDY travelers, VIP
  visits, etc.
• Render support in the management, coordination
  and provision of administrative duties including logistical,
  administrative support, monitoring/tracking status and follow-up
  activities with relevant USAID support offices (i.e. Contracts Office,
  Finance Management Office (FMO), Program and Policy Development (PPD)
  office, Front Office), implementing partners, donors and line Government
  of Uganda Ministries (i.e. Ministry of Local Government).
• Support the DRG Team as a liaison with the
  Executive Office (EXO) staff in the clearance of contractor/ grantee
  equipment or commodities. Assist in managing project commodities to ensure
  that grantees/recipients conform to USAID commodity regulations through
  routine monitoring and verifying of inventory at USAID sites and USAID
  supported organizations.
• Maintain appropriate documentation
  accordingly. Assists implementing partners working on DRG activities and
  programs to work effectively, including assisting with logistical
  arrangements (such as familiarization with USAID administrative
  policies/procedures).
• Maintain and assists in checking project
  property inventories both on going and for activity closeouts. When
  assisting with activity closeouts ensure end use checks of equipment,
  disposition plan and transfer to new title and custodian issues resolved
  with EXO/GSO.
• Renders support in developing budgets relevant
  to procurement of services and goods, and work with FMO to ensure
  availability and source of funds, with PPD to ensure appropriate concept
  reviews are scheduled and programming processes followed and with
  Contracts office to ensure DO2 procurements progress according to the work
  plan.
• Make appointments, arranges meetings, special
  events and conferences for the DRG Team. Prepare invitations, meeting
  minutes and other relevant correspondence. Secure meeting rooms for
  visiting implementing partners, TDY teams, etc. and assist the DRG team
  with the preparation and coordination of visiting VIP delegations. Prepare
  briefing binders for VIP visits.
• The incumbent will receive incoming telephone
  communications, transfer calls to the appropriate team member or take messages.
  Place outgoing calls as requested, communicate messages directly to
  project staff and counterparts.
• Receive, review, and distribute incoming
  written unclassified correspondence, via email, inter-agency mail system
  and external mail system and determine what can be handled personally,
  what must be routed to the supervisor and what can be sent to DRG team
  members. Review outgoing mail for proper address, routing and attachments.
• Maintain the official DRG electronic and
  paper filing system and oversees routine filing duties of unclassified
  official project files, activity documents and other related DRG filing.
  Assist with archiving and close-out of expired official project files.
• Schedule, participate and take notes at the
  DRG staff meetings, send out required e-mails, track actions and update
  COTR/AOTRs and Activity Managers as necessary. Schedule and participate in
  the bi-weekly meetings with the Mission Director and Deputy Mission
  Director.
• Support the PPD office and support the DRG
  team to liaise and organize the Mission’s partner meetings.
• Maintain the weekly visitors list.
• Support the DRG Team with preparation and
  routing of all administrative documents related to approved DRG activities
  and consistent with approved DRG instruments; coordinate with technical
  officers and PPD staff and assist in preparation of Action Memos seeking
  approvals for DRG and DRG-related activities.
• Coordinate TraiNet data with DRG
  AOTRs/COTRs/Activity Managers and contractors/grantees and DRG data inputs
  to Mission reporting. Maintain updated understanding of TraiNet system so
  as to interface directly with implementing partners and, as needed,
  provided assistance.
• Render support in the preparation and
  presentation of information for the quarterly pipeline reviews and the annual
  portfolio review.
• As requested, attend meetings and workshops
  with the Government of Uganda, Parliamentary Services, local government
  representatives, implementing partners.

• Maintain the DRG team members’ travel, leave
  plan, training schedule, TDY visitor plan and other relevant office
  documents/filing.
• Prepare and submits time and attendance
  reports for DRG team members. Perform WebTA functions in the event an
  employee is absent.
• Provide logistical support to DRG team
  members, project staff and TDY visitors. Arranges travel, visas,
  transportation and hotel reservations. Coordinate with USAID Travel
  Assistant for tickets and reservations. Assist with reconfirming or
  changing reservations. Provides support to DRG team members for processing
  of E2 vouchers. Arrange motor pool transportation and visitor access
  requests for DRG team members as needed.
• Assist with responding to information
  requests on USAID/Uganda and DRG activities and, as requested by the DRG
  team members, disseminates information to implementing partners and
  others.

• Procures expendable and non-expendable
  supplies for the DRG office and ensure the office space is properly
  outfitted.
• Prepares welcome information for new staff
  and/or visitors.
• Maintains general information on DRG
  activities.
• Prepare briefers and work with the PPD
  Development Outreach and Communications Advisor to ensure DRG briefs are
  kept up to date.
• Perform any other duties may be assigned by
  the Team Leader as deemed fit to meet the office/program/administrative
  needs of the DGC office.

• The applicants for the US Embassy Program
  Management Assistant career opportunity should have completed college or
  university studies in development studies, agriculture, environment,
  business administration, finance, accounting, international relations or
  similar fields.
• At least three years of
  program/administrative/clerical experience is required; familiarity with
  USAID or another international agency and the government of Uganda is
  highly desirable.
• Broad working knowledge and understanding of program
  management, including design, implementation, monitoring, and evaluation.
• Excellent interpersonal skills, demonstrated
  experience and ability to work in teams, clear concise writing skills,
  ability to meet tight deadlines with logical analyses and clear
  presentation is essential.
• Demonstrated ability to work collaboratively
  with a range of counterparts at professional levels including those from
  host country government, NGOs, other USAID Missions, other donors and
  rural resource users.
• Computer literacy in word processing using
  Microsoft, and spreadsheets.
• Demonstrated experience in the preparation
  and presentation of reports.
• The applicant must be self-driven with
  ability to perform under minimal supervision.
• Language Proficiency: Level IV English ability (Fluent) is
  required.

• Download a completed and signed Universal
  Application for Employment as a Locally Employed Staff, Download
  it Here.
• Application letter clearly specifying the
  position for which you are applying;
• An updated Curriculum Vitae/Resume;
• Copies of Academic Transcripts;
• Names, contact numbers, and addresses of
  three (3) professional references.

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