The Ugandan Jobline

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

• Coordinate all ICASS customer support to USAID. Ensure timely
  delivery of appropriate ICASS services to all USAID employees in the areas
  residential maintenance, personal property accountability and disposal,
  issuing, controlling and reporting of personal property, customs and
  shipping and motorpool. Ensures all ICASS administrative arrangements are
  completed in a timely manner. Analyze USAID management and working
  environment operations independently in consultation with the Executive
  Officer.
• Coordinate with various officials from members of the US Mission
  (Embassy and all other agencies including especially the ICASS team) on
  USAID Mission decision-making pertaining to a wide range of administrative
  and managerial services and functions in support of operations that
  facilitate development assistance programs and goals of USAID/Uganda.
• Ensure that procurement requests for NXP and EXP, purchase orders
  and work orders are handled promptly and that transportation methods
  ensure the timely delivery of goods and services. Follow up when goods
  have been on order and not yet received, and cany out end-user surveys to
  feel levels of satisfaction. Ensure that quality products are purchased
  and review stock levels of EXP to determine adequacy at all times.
• Maintain current status reports on all USAID procured NXP.
• Advise the Executive Officer and mission management on all mission
  operations as and when needed. Provide sound professional advice in all
  areas of ICASS administrative support, including procedures, procurements
  and budgets.
• Work closely with the Executive Officer, analyze mission management
  requirements and develop administrative and technical support budgets
  while forking closely with the USAID/Uganda Controller. Review ICASS budget
  expenditures, ensuring obligation of all funding needed.
• Participate as a key USAID representative to the *CASS Post Working
  Group. Coordinate with the Embassy Management Office and General Services
  Office to oversee the overall direction and provision of general services
  functions to USAID operations. These services include, but are not limited
  to, maintenance of residential properties, personal property management
  (accountability, disposition, and the disposal of expendable and non-expandable
  supplies, automotive and office equipment); development of standards for
  issuing and controlling USAID person) property, the provision of repairs
  and maintenance of equipment, and automotive operations and maintenance
  procurement of certain administrative supplies.
• Ensure that administrative management policies are adapted as
  appropriate in accordance with Agency and USG regulation and directives.
  Ensure that internal Mission management systems and policies are adhered
  to.
• Continuously evaluates organization and the previsions of ICASS
  services to ensure quality service is received by USAID at all times.

• Develop detailed annual procurement plans regarding logistical needs
  and requirements. Monitor status reports, weighing in and negotiating with
  IC AC S/Procurement the most appropriate mechanisms that ensure high
  quality products or service standards are delivered to USAID in a timely
  manner.
• Ensure that annual budget for NXP is used in accordance with
  established ordering plans and that goods are procured as budgeted and on
  schedule; review receiving and inspection reports; assure that disposal
  reports are prepared on time; participate in the preparation of submission
  of inventory reports; and ensure that office inventory records are kept
  up-to-date with the latest property transactions.
• Work closely with USAID OFM (Project Accountants, Chief Account,
  etc) to develop short and long term budget projections.
• Keep an account of day-to-day activities through regular meetings
  and contacts with the EXO and others as appropriate.
• Conduct research and prepare written reports for arrangement requirements.
  Develop and maintain management controls for ICASS costs and customer
  service performance.
• Guide and assist in the development, evaluation and improvement of
  administrative management support systems and services, identify and
  anticipate problems, resolve administrative, operational and/or emergency
  support problems and ensure operational effectiveness.

• Provide support in the EXO, as necessary, to ensure a cross-trained
  EXO staff with ability to assume Unit responsibilities.
• Coordinate day-to-day administrative operations on behalf of the EXO
  team, including scheduling, logistics, supply, and maintenance requests.
• Provide administrative and coordination support for special events,
  including partners meetings, training sessions and other external
  meetings. Provide logistics support during events held both at the Mission
  and off-site.
• Prepare routine correspondence and non-technical documents, such as
  letters, memoranda, cables, country clearances, and requisitions, etc.
• Provide administrative coordination between the EXO team and the
  broader Mission, etc.

• The applicants for the US Embassy Administrative Management
  Assistant (EXO Planning Coordinator) job opportunity should hold a University
  degree in business administration, public administration, financial
  management or their equivalent required.
• Specialized training in two areas of the following procurement,
  contracting, property management, and general administration essential.
• Five to seven years of progressively responsible experience in a
  large international organization or other progressively responsible
  professional administrative operations management supervisory experience
  involving a variety of management support operations required.
• Thorough understanding of administrative support systems and
  operations;
• Good understanding of internationally acceptable office practices
  and guidelines pertaining to administrative management support operations;
  and
• Familiarity of the external environment including i.e Uganda
  business and commercial practices that influence the delivery of quality
  services.
• Excellent analytical, managerial & intellectual skills required;
• Ability to lead, organize, supervise, judge, conceptualize,
  negotiate, originate ideas and creative solutions, handling customer
  requests, tasks, and complaints with patience, diplomacy and sense of
  humor required;
• Outstanding communication skills for obtaining appropriate results
  from service providers);
• Ability to forecast needs for service, perceive quickly and accurately
  the status of operations, analyze the causative factors and recommend
  creative solutions;
• Ability to maintain effective working relationships that ensure
  maximum productivity in a service- oriented fashion; ability to negotiate
  effectively with the ICASS service provider team;
• Must work well under time pressures and be able to multi task; and
• Must be familiar with Microsoft Word, Excel, Access and PowerPoint.
• Language Proficiency: Level IV ability (proficiency) written and oral communication skills
  is required.

• A signed DS-174 Employment Application
  for Locally Employed Staff or Family Member, Click Here
• Cover letter clearly indicating the
  position for which you are applying and describing how you meet the
  minimum requirements
• A 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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