Job Title: Training Secretary/Logistician
Organization: U.S. Peace
Corps
Corps
Duty Station: Kampala,
Uganda
Uganda
Report to: Training Manager
Vacancy Announcement No.:
2017-005
2017-005
About Peace Corps:
The U.S. Peace Corps is an international autonomous agency of the US
Government with operations in over 65 countries. It operates in Uganda by the
invitation of the Government of Uganda. Peace Corps Uganda has a memorandum of
understanding with government ministries that outline broad areas of agreement
of cooperation regarding the work of Peace Corps Volunteers in Uganda. Volunteers
are assigned to government and non-government agencies and organizations,
community based organizations, universities, colleges and schools who partner
to enable Volunteers to provide capacity building in Education, Health and
Community Agribusiness. Peace Corps also aims to build cultural understanding
between Americans and Ugandans.
Government with operations in over 65 countries. It operates in Uganda by the
invitation of the Government of Uganda. Peace Corps Uganda has a memorandum of
understanding with government ministries that outline broad areas of agreement
of cooperation regarding the work of Peace Corps Volunteers in Uganda. Volunteers
are assigned to government and non-government agencies and organizations,
community based organizations, universities, colleges and schools who partner
to enable Volunteers to provide capacity building in Education, Health and
Community Agribusiness. Peace Corps also aims to build cultural understanding
between Americans and Ugandans.
Job Summary: The Training
Secretary/Logistician will support the Training team to provide secretarial and
logistical support to the Training Unit. The incumbent is a member of the core
staff responsible for the administration, logistical support, coordination, and
financial management of the Training unit.
This is a multi-function position requiring a great degree of energy, flexibility,
creativity and effectiveness in this position is essential to the efficient and
effective implementation of the Peace Corps training program
Secretary/Logistician will support the Training team to provide secretarial and
logistical support to the Training Unit. The incumbent is a member of the core
staff responsible for the administration, logistical support, coordination, and
financial management of the Training unit.
This is a multi-function position requiring a great degree of energy, flexibility,
creativity and effectiveness in this position is essential to the efficient and
effective implementation of the Peace Corps training program
Key Duties and
Responsibilities:
Responsibilities:
Before Pre-service Training (PST):
- Sets-up training venue for Training of
Trainers (TOT) workshop. - Sets-up all equipment to be used during
TOT workshop. - The incumbent receives, Sorts and
distributes incoming mail for Peace Corps Volunteer and staff at TOTs. - Works closely with Hotel for meal times
and monitors and tallies with hotel for services utilized by Peace Corps
guests. - Prepares TOT report and distributes to
relevant units - Prepares Trainees Arrival Information
Packet, Trainers PST Guides, and Trainers TOT files, Letters of training
correspondence, TOT calendar and Files for Participants. - Prepares COTE for PST and ensures its
distribution in time.
During PST:
- Handles all secretarial work of the training Section.
- Maintains professional record keeping of
electronic, hardcopies and back-up files of training materials. - Ensures safe handling and use of all office
equipment. - Receives, sorts and distributes incoming
mail for Trainees, PCVTs and staff and ensures postage of outgoing mail. - In charge of store for Trainees’ and
Training property, safe keeping and distribution. - Maintains records of correspondences done
during training. - Makes and arranges for photocopying and
printing of teaching materials and ensures their delivery to the
recipients in time. - Keeps regular correspondence with Peace
Corps Kampala for updates and any incoming information. - Works in liaison with the Training
Assistant, Training & Programming Assistant, Program teams and
Training Manager TM for efficient running of the Training program. - Sets-up and operates training equipment
(LCDs, videos, audios etc.) - Oversees transporting supplies, equipment, and other
non-expendable items for training - Sets-up a control system and storage areas
for supplies and equipment and ensuring that all the equipment: Computers,
Printers, Photocopy machines, Cameras, Modems etc. received from PC/U are
safely handled and maintained in good condition - Prepares a weekly cash needs projections
to send to the TM and Cashier for day to day running of training events - Sets-up a checklist and system for
disbursement of materials and payments - Disburses funds and maintains an accurate
record of day to day expenditures throughout the Training program - Prepares and submits to the TM, weekly
reports and cover sheets of all funds spent, with receipts attached in
weekly basis. - Prepares and submits requests for payments
for honorarium of resource persons and other required training activities - Sets-up a travel plan for vehicle trips in
coordination with TM and core staff members, providing this to the General
Services Manager (GSM) and ensuring that the schedule is adhered to - Tracks contracts and expenses to ensure
adherence and communicating non-compliance as soon as this is realized to
the TM - Maintains a record of participants and
visitors at the training site - Works closely with hotel management for
reservation or cancellation of participants’ rooms in a timely manner and
keeping records of the number of days spent - Documents training events by taking notes,
photography, video as required and ensuring these are disseminated to
staff - Supports tracking of PST hours, monitoring
and evaluation functions - Plays an active role as a cross-cultural
guide, language informant and
safety and security advisor.
After PST:
- Packs up office equipment for transfer to
Peace Corps Kampala after PST. - Prepares PST Debrief and final PST report
by soliciting inputs from various components and distributes to relevant
units. - Conducts post PST inventory of all
training materials and resources in storage and prepares inventory report. - Performs any other duties as assigned.
Qualifications, Skills and Experience:
- The ideal candidate for the Unites States
Peace Corps Training Secretary/Logistician job opportunity must hold a
Bachelor’s degree in a field of study relevant for training and
administration - A minimum of three years’ experience in
secretarial, budgeting, administration and logistical management with
relevant government agencies, not-for-profit organizations, or private
businesses - Background in administration, logistics
management and /or event planning - Cross cultural experience, Diversity and Inclusion.
Prior experience working with Americans is an added advantage. - Computer literacy i.e. proficiency in the
use of MS Word and Excel, bookkeeping, budget management. - Excellent computer skills including Photoshop (or equivalent), PowerPoint and spreadsheet programs
- Ability to work independently with little
supervision; - Good organization and time management
skills; - Willingness to take the initiative;
- Excellent teamwork skills, strong service
attitude; personal integrity; strong cross-cultural skills; strong
interpersonal skills, strong interest in Uganda’s development; and ability
to travel extensively. - Ability to work on a regular Monday
through Friday schedule with occasional evening and weekend hours when
necessary - Applicants must be legally able to work in
Uganda - Language Proficiency: Excellent command of English, both
spoken and written; native ability in spoken and written at least one
Ugandan language;
How to Apply:
All suitably qualified and interested candidates are encouraged to send
their electronic applications with a Word formatted letter of interest, resume,
names and contact information for three references to
[email protected]
their electronic applications with a Word formatted letter of interest, resume,
names and contact information for three references to
[email protected]
Please clearly indicate your name and the position applied for on the
subject line of the cover email as well as on all the attachments: For example
“Katungu Jackson_TSL” for the Training Secretary / Logistician Position. Do not
write any other words in the subject line of your mail. Submitted documents
become the property of the Peace Corps and will not be returned.
subject line of the cover email as well as on all the attachments: For example
“Katungu Jackson_TSL” for the Training Secretary / Logistician Position. Do not
write any other words in the subject line of your mail. Submitted documents
become the property of the Peace Corps and will not be returned.
NB: If called for an
interview, you will be expected to bring a reference letter from your area
Local Council (LC1) as well as your academic credentials.
interview, you will be expected to bring a reference letter from your area
Local Council (LC1) as well as your academic credentials.
Deadline: 6th April
2017 by 4:45pm
2017 by 4:45pm
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