The Ugandan Jobline

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

• 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%

• 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.

• 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.

• 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.

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