Earn over 75m as Administrative Management Assistant (USAID/Uganda) at United States US Embassy / Mission

Organisation: United
States US Embassy, US Mission in Uganda
Duty Station: Kampala,
Uganda
Salary Grade: UGX
75,718,515 – UGX 110,993,513 per annum, equivalent to FSN-09.  
About US Embassy:
The United States
Embassy in Kampala, Uganda 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 (CDC)
  • Peace Corps
Job Summary:  The Administrative Management Assistant (EXO
Planning Coordinator) is located in the Executive Officer (EXO), USAID/Uganda.
S/he is the “alter ego” to the Executive Officer and thus plays a vital role in
helping the Executive Officer (EXO) to ensure the integrity, efficiency and
effectiveness of administrative operations, identifying processes and areas for
strengthening systems and recommending improvements needed under the the
International Cooperative Administrative Support Services (ICASS) mechanism. Specifically,
the position will perform coordination and planning duties as assigned by the
Executive Officer (EXO), develop work plans, provide advice and guidance on
overall Mission operations/logistical support provided under ICASS including
space management, supply (EXP), non-expendable property (NXP), procurement and
shipping services. In coordination with USAID Office of Financial Management
(OFM), monitor service level agreements and expenditures, provide substantial
input into procurement budgets, interpret government regulations. Reports to
the Supervisory EXO. The incumbent will share responsibility with other E’~IO
staff for achieving an integrated customer service program for the USAID/Uganda
international and local staff that continues to grow. The EXO has four (4)
customer service divisions namely – the EXO/Information Services Division; the
EXO/Personnel, EXO/Travel and EXO/Records Management. The incumbent is expected
to contribute to these four service divisions: 1) applying technical expertise
to strategic planning; 2) contributing to and collaborating with other
USAID/Uganda offices and teams to ensure they achieve their set objectives; 3)
cultivating and maintaining effective relationships between EXO and the ICAAS
services provider.
Key Duties and Responsibilities: 
ICASS Coordination
Duties: 50%
  • 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.
ICASS Planning
Duties – 25%   
  • 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.
EXO Administrative
Duties – 25%
  • 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.



Qualifications, Skills and Experience:
NOTE:  All applicants must address each selection criterion detailed
below with specific and comprehensive information supporting each item.
  • 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.
How to Apply:
All those interested
in working with the US mission in Kampala should send their applications and
strictly adhere to the following:
  • 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.
Submit Application
To:
Human Resources
Office
By email at
KampalaHR@state.gov
NB: Your
application will be reviewed if you have fulfilled all the requirements
including submission of standard file types such as Microsoft Word (.doc) and
Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple
Attachments) and should not exceed 10MB. Please clearly indicate the position
number and title you are applying for on the DS-174 form.
Deadline: 12th April 2019
The US Mission in
Kampala provides equal opportunity and fair and equitable treatment in
employment to all people without regard to race, color religion, sex, national
origin, age, disability, political affiliation, marital status, or sexual
orientation.  The Department of State also strives to achieve equal
employment opportunity in all personnel operations through continuing diversity
enhancement programs.
For more of the
latest jobs, please visit http://www.theugandanjobline.com or
find us on our Facebook page https://www.facebook.com/UgandanJobline
 






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