USAID Secretary Job Opportunities (46m Annually) – United States Embassy / US Mission

Job Title:       Secretary
Organisation: United
States Embassy, US Mission in Uganda
Duty Station: 
USAID/Uganda, Office of Economic Growth (EG), Kampala, Uganda
Salary Grade: FSN-7
(UGX 46,440,981 to UGX 67,918,349 per annum inclusive of allowances).
Vacancy Number: 617-18-00006
Reports to: Deputy
Director
About US Embassy:
Welcome to the United States
Embassy in Kampala, Uganda.  The United States has enjoyed diplomatic
relations with Uganda for over 30 years.  Ambassador Deborah R. Malac
currently heads the U.S Mission to Uganda.  The Mission is composed of
several offices and organizations all working under the auspices of the Embassy
and at the direction of the Ambassador.
Among the offices operating
under the U.S Mission to Uganda are:
  • United
    States Agency for International Development (USAID)
  • Centers
    for Disease Control
  • Peace
    Corps
     
Job Summary: The Secretary
is located in USAID/Uganda, Office of Economic Growth (EG), and provides
administrative support primarily to the EG Office Director, Deputy Office
Director, and Feed the Future (FTF) Coordinator, with secondary support to the
entire EG office, by performing clerical, administrative, and
typing/stenographic duties, and operates in conjunction with the EG office
Program Management Assistants to ensure that administrative functions are
performed effectively, efficiently, and in a manner that promotes harmony and
problem-solving, so that Office staff members may be more effective. The
Secretary is the primary contact person responsible for Office customer service
to internal and external partners and other stakeholders, including Mission
staff, contractors, Implementing Partners (IPs) and grantees, host-government
officials, the Embassy, US AID/Washington, and other customers. In this
capacity, the Secretary is responsible for coordinating information about the
Office, and making sure that information gets to customers on a timely basis
and in a professional manner.
The EG Office team comprises
five functional units: Environment and Natural Resources Management; Vulnerable
Populations; Agriculture; Private Sector, and Project Support. The position is
housed in the Project Support Unit and has major roles and responsibilities
supporting all units as noted, with a priority to the EG Office Director,
Deputy Office Director, and FTF Coordinator, and reports to the Deputy
Director.
Key Duties and Responsibilities:
  • The
    Secretary receives and places phone calls, sends and receives E-mails and
    Faxes, and sets up meetings and makes appointments at the request of the
    supervisor and other Office staff within the Mission, the Host Government,
    donor, IP, NGO, private-sector, and other contacts; arranges
    transportation as needed; and, takes minutes at meetings when requested.
  • The
    Secretary schedules appointments based on a good knowledge of the
    supervisor’s commitments, and maintains the Office calendar, reminding the
    supervisor and others of meetings and appointments.
  • The
    Secretary takes messages in the absence of the supervisor and other staff,
    directing callers to other staff members, or answering questions
    personally; receives and assists visitors, answers questions, or directs
    them to a staff member who can assist them; schedules meetings for the
    supervisor, and ensures that attendees are briefed or provided proper
    background material for meetings; and, participates in maintaining
    conference room schedules, in coordination with the Secretary to the
    Mission Director, other Office Secretaries, and with other Mission
    administrative staff, arranging for conference room space as required by the
    size of the group.
  • The
    Secretary meets with other Mission support staff on a regular and
    recurring basis. The Secretary is responsible for organizing logistics
    associated with EG events such as welcoming new staff members, all-hands
    meetings, EG partner meetings, retreats, and other such meetings.
  • The
    Secretary maintains control of all correspondence for the Office,
    including program/project/activity files provided by CORs/AORs,
    establishing and maintaining computerized tracking systems to track Office
    actions, providing weekly reports to the supervisor, receiving and
    screening Office mail not addressed to a particular individual, drafting
    non-technical responses to routine correspondence and letters in English
    and the Host-Country language, distributing incoming official mail to
    Office personnel and attaching pertinent background material, and
    searching files and records to assemble background information for
    correspondence and other pending actions.
  • The
    Secretary reviews outgoing mail for proper address, routing, attachments,
    etc., prior to dispatch, reviewing outgoing correspondence for accuracy
    and conformance with Mission formatting procedures and special
    instructions.
  • The
    Secretary distributes internal policies and procedures and, as necessary,
    maintains a record of when staff received new policies and/or procedures.
  • The
    Secretary uses PC-based word processing, spreadsheet, and charting
    software in the performance of a variety of assignments, types a variety
    of correspondence, creates electronic tables, develops charts, and
    prepares other documents in draft and final form. As required, the
    Secretary locates documents routed for clearance, and obtains and tracks
    clearances and signatures.
  • The
    Secretary establishes and maintains files according to standards set by
    the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington;
    and, marks correspondence and other documents for filing, and files
    accordingly.
  • Keenly
    reviews all correspondence prepared in the Office or elsewhere in advance
    of the supervisor’s signature, corrects errors by drafters and edits
    correspondence, and assures that responding correspondence fully meets the
    requirements posed by incoming correspondence to which it pertains.
  • The
    Secretary maintains and updates Office Handbooks and other documents, such
    as visitors’ lists, telephone listings, personnel rosters, vacation
    schedules, etc. 15%
Additional Major Duties:
  • The
    Secretary provides logistical support primarily to the EG Office Director,
    Deputy Office Director, and FTF Coordinator, with occasional back-up to EG
    Team members, project staff and TDY visitors; processes eCC country
    clearances for TDY travelers and visa referrals for invitation travel
    participants; arranges travel, transportation and hotel reservations;
    coordinates with USAID Travel Assistance for tickets and reservations;
    assists with the reconfirming or changing reservations; arranges for motor
    pool transportation within Kampala and for out of town field trips. S/he
    processes MAARDs and other procurement documentation.
  • The
    Secretary, in coordination with the Program Assistants, is responsible for
    the on-boarding of new staff, including orientation meetings and initial
    assistance with accessing and training on mission administrative
    applications such as webTA, setting up travel accounts, creating vouchers,
    accessing myservices for visitor and motorpool requests, etc.
  • The
    Secretary will be responsible for identifying and preparing handover notes
    for back-up services prior to being out of the office for annual leave,
    training, and other anticipated absences and may also be requested to
    provide reciprocal short-term backup to other mission offices’ when their
    Administrative Assistants or Secretaries are out of the office.
  • The
    contractor is eligible for temporary duty (TDY) travel to the U.S., or to
    other Missions abroad, to participate in the “Foreign Service
    National” Fellowship Program, in accordance with USAID policy.



Qualifications, Skills and Experience:
NOTE: 
All applicants must address each selection criterion detailed below with
specific and comprehensive information supporting each item.
  • The
    ideal candidate for the United States US Embassy USAID Secretary career
    opportunity should have completed Secondary Schooling and two or more
    years of post-secondary schooling in Secretarial Science or Business
    Administration, equivalent to a US junior college or community college
    diploma, is required.
  • At
    least three years of progressively responsible work experience, of which
    two years should be in related work with USAID, the USG, NGOs, other donor
    organizations, or host-government organizations. Experience in an
    English-language work environment is required.
  • The
    Secretary should be familiar, or able to quickly become familiar, with the
    responsibilities and activities of the Office of assignment, as well as
    possess a general knowledge of standard office procedures and practices.
    The Secretary should have the ability to develop an excellent
    understanding of USG file management, mail handling, and correspondence
    formatting.
  • Skills
    and Abilities: The Secretary must be proficient in keyboarding and in
    operating computers with standard software, including Microsoft Word,
    Excel, PowerPoint, Outlook, and other software programs as designated. The
    Secretary must be proficient in using the Internet and E-mail.
How to Apply:
All qualified candidates should
submit the following;
  • A
    signed AID-302-3 Offeror Information for Personal Services
    Contracts, Download
    Here
  • Cover
    letter clearly indicating the position for which you are applying and
    describing how you meet the minimum requirements
  • Updated
    Curriculum Vitae/Resume
  • Copies
    of Academic Transcripts
  • Names,
    contact numbers, and e-mail addresses of three (3) professional
    references. At least one of the references must be a prior or current
    direct supervisor.
Send them to:
KampalaHR@state.gov in standard file types such as Microsoft Word (.doc) or
Adobe Acrobat (.pdf). All should be in one document which should not exceed
10MB.
Deadline: 16th February 2018

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