Fresher Administrative Assistant Jobs – United States U.S. Peace Corps

Job Title:         Administrative Assistant
Organization: U.S. Peace
Corps
Duty Station: Kampala,
Uganda
Report to: Deputy Director
of Management and Operations
Vacancy Announcement No.:
2017-006
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.
Job Summary: The
Administrative Assistant will support the US Peace Corps through the provision
of administrative and logistical support for the Peace Corps (PC) office in
Kampala, Uganda. Work will be assigned by the Deputy Director of Management and
Operations (DDMO) and will include but not be limited to reception,
administration and human resource tasks as assigned. The incumbent will be
expected to maintain files and calendar, make appointments, receive visitors,
sort and circulate mail, cables, and other documents to appropriate PC staff.
The Administrative Assistant will also draft and prepare routine correspondence,
maintain efficient flow of information and observe strict confidentiality at
all times.
Key Duties and
Responsibilities:  
Reception and Administrative Duties: 60%
  • Professionally places calls, answers
    phones, records messages, and verifies that messages have been received by
    staff and volunteers.
  • Professionally greets visitors; notifies
    appropriate staff promptly and directs visitors and contractors
    accordingly.
  • Directs queries regarding Peace Corps to
    the appropriate staff member.
  • Keeps the reception area quiet,
    professional, clean, and organized.
  • Coordinates with courier service providers
    (FEDEX, DHL) to ensure that all mail and parcels are picked on time and
    arrive at the PC Headquarters, regional offices and other destinations.
    Dispatches, receives and logs registered mail (FedEx, DHL, and official
    mail).
  • Coordinates the dispatch of all mail,
    parcels and supplies that are delivered to Peace Corps.
  • Maintains bulletin board and staff
    whereabouts in the reception area.
  • Regularly updates telephone directory
    database for staff and Volunteers.
  • Acts as a receiving official for all
    packages and supplies that are delivered to Peace Corps offices.
  • The Administrative Assistant also manages
    storage for Volunteer and staff parcels and mail.  Sends out diplomatic pouch and ensures
    that mail coming into and leaving the office is collected and delivered in
    a timely manner.
  • Receives telephone bills, verifies for
    payment and distributes personal bills. 
    Prepares bills of collection for staff and vendors. Working with
    Financial Assistants (FAs), tracks payments made on such bills and
    attaches copies of receipts as obtained. Enters billing data in the Peace
    Corps financial system.
  • In a timely manner, reconciles monthly
    payments between the Telephone companies and Peace Corps.
  • The incumbent prepares information packets
    for guests and consultants.
  • Coordinates the Admin team meetings, and
    other activities, takes notes and tracks agreed upon actions.
  • Maintains a calendar of Admin staff leave.
  • Serves as Back up for specified roles of
    the Travel Coordinator, Medical Secretary and Photographer for PC events.
HR Duties: 30 %
  • Serves as Post Time and Attendance
    Clerk.  Collects bi-weekly staff
    timesheets, verifies for accuracy and submits for approval by the
    appropriate staff member before filing accordingly.
  • Maintains and reconciles leave forms and
    timesheets for all staff and generates accurate PC-57 reports quarterly
    and/or at each fiscal closure and at end of PSC contracts.
  • Work in liaison with the HR Specialist to
    organize staff records and electronic files for easy access and retrieval.
  • Receives and logs applications for various
    vacancies and performs initial screening of applicant documentation.
  • Provides support in the scheduling,
    preparation and coordination of interviews.
  • Prepares welcome packets for all new
    staff.
  • Regularly updates the Mission of all PC
    visitors, TDYs, new hires and departures.
  • Organizes, performs and coordinates
    orientation and induction of new hires.
  • Provides support in scheduling of
    orientation activities for new staff. 
    Work with various departments to coordinate and make sure
    orientation for new staff happens as per schedule.
  • Per set procedures, assists initiate and
    follow through security clearance processes with the Mission Regional
    Security office and tracks status clearances for both Long term and Short
    term contractors.
  • Maintains an updated staff list of
    security certifications/re-certifications by keeping track of all the
    processes with the help of the PC Safety and Security Manager.
  • Work in liaison with the HRS, tracks
    anniversaries such as Enter-on-Duty dates for all Personal Services
    Contractors.
  • Assists coordinate the release of all PSC
    contracts including Short term and Long term contracts.
Other Duties: 10%
  • Prepares identification (ID) and emergency
    cards for PCVs and Short Term PSCs and ensure timely replacements in case
    of any losses reported.
  • Prepares Business Cards for eligible PSCs.
  • The jobholder also prepares packets for
    Early Termination (ET), Close of Service (COS), Description of Service
    (DOS), After Corps for Volunteers and enter accurate COS/ET data in PC
    Uganda computer systems.
  • Serves as one of two Records Liaisons for
    PC Uganda.
  • Supports GSO (General Services Office) to
    enter / update Volunteer VISA and Work permit information into the PC
    computer systems.
  • On quarterly basis, reconciles the
    recorded inventory in the medical office. Prepares an annual report
    addressing all controlled substances, specially designated items to be
    conducted and submitted to OHS.
  • Assists in organizing PC Uganda receptions
    and other events.
  • Mentors and trains newly hired staff on
    policies and use of administrative forms.                                                                    
  • Performs other duties as may be assigned
    by the DMO or the DDMO and which do not conflict with primary duties and
    responsibilities as outlined above.
Qualifications, Skills and
Experience:
  • The ideal candidate for the Unites States
    Peace Corps Administrative Assistant job opportunity must hold a
    Bachelor’s degree in Business Administration, Social Work, or related
    field. Additional training in HR required.
  • At least two years of practical experience
    performing administrative and HR functions in a fast paced
    environment.  Previous experience
    working with the US Government is highly desirable.
  • Excellent computer skills.  Knowledge of Microsoft Office, financial
    software and internet is a must.
  • Excellent organizational and interpersonal
    skills.
  • The person must feel comfortable working
    collaboratively with colleagues from multicultural backgrounds and must
    demonstrate a positive service attitude.
  • Languages: English with
    excellent written and verbal communication skills.
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
applications@ug.peacecorps.gov
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_AA” for the Administrative Assistant 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.
Deadline: 26th April
2017 by 4:45pm

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