The Ugandan Jobline

Job Title:       Administrative Assistant

Organization: United States Peace Corps   

Duty Station: Kampala,
Uganda

Reports to: Deputy Director of Management and Operations

Vacancy Announcement No: 2020 – 002

About US:

Peace Corps is an
international agency of the US Government with operations in over 60 countries.
It operates in Uganda by the invitation of the Government of Uganda. Peace
Corps Uganda has memoranda of understanding with government ministries that
outline broad areas of agreement and cooperation regarding the development 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 Primary Literacy Education, Community Health, and
Agribusiness. The Peace Corps program also aims to build cross-cultural
understanding between Americans and Ugandans.

Job Summary:  The Administrative Assistant (AA) provides
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 AA shall be expected to
maintain files and calendar, make appointments, receive visitors, sort and
circulate mail, cables, and other documents to appropriate PC staff. The AA
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  

·       
Professionally
greets visitors; notifies appropriate staff promptly and directs visitors and
contractors accordingly.

·       
Professionally
place calls, answer phones, record messages, and verify that messages have been
received by staff and volunteers.

·       
Directs
all queries regarding Peace Corps to the appropriate staff member.

·       
Keeps
the reception area quiet, professional, clean, and organized.

·       
Maintains
bulletin board and staff whereabouts in the reception area.

·       
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.

·       
Regularly
updates telephone directory database for staff and Volunteers.

·       
Manages
storage for Volunteer and staff parcels and mail. Ensures that mail coming into
and leaving the office is collected and delivered in a timely manner.

·       
Receives
telephone bills and coordinates with the utility companies on unacceptable
invoices.

·       
Distributes
personal bills and keeps a log.

·       
Prepares
bills of collection for staff, Volunteers and vendors and enters billing data
in the Peace Corps financial system. Track payments made on such bills and
attach copies of receipts as obtained.

·       
Assists
the Voucher Examiner reconcile monthly payments between the Telephone companies
and Peace Corps.

·       
Assist
the FAs with updating VICA payroll with Volunteer allowances, bank information,
and Volunteer Data status

·       
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 Voucher Examiner/Travel Coordinator, and
Photographer for PC events.

·       
Train
newly hired staff on use of the various administrative forms.

·       
Places
orders for Business Cards for eligible PSCs.

·       
Assists
to make copies or scans of documents for Admin offices as requested by the DMO/
DDMO.

·       
As a
Government purchase card holder – makes online purchases and performs monthly
reconciliations of the Citibank statements and maintains a log of purchases and
presents them to the approver.

·       
May be
designated as a receiving officer. (Assigned by Country Directors, with the
approval of their Regional Directors) 
Responsibilities as a receiving officer include accurate review of goods
or services, their accompanying invoices, and the purchase order/contract to
ensure that the specifications, quality, amounts, price, timeliness, etc. of
the goods are consistent with the terms and conditions of the contract/purchase
order after successful completion of the requisite training to perform
receiving duties.  (See MS 511, the
Personal Property Management Handbook and OFMH 19)

HR duties

·       
Serves
as backup Post Time and Attendance Clerk. 
Collects bi-weekly staff timesheets, verifies for accuracy and submits
for approval by the appropriate staff member/supervisor before filing
accordingly.

·       
Serves
as back up in reconciling of leave forms and timesheets for all staff and generates
accurate PC-57 reports, on request, quarterly and/or at each fiscal closure and
at end of PSC contracts.

·       
Assists
HR Specialist, organize staff records; assist in electronic filing and records
archiving for easy access and retrieval.

·       
Receives
and logs applications for various vacancies and performs initial screening of
applicant documentation.

·       
Assists
with the scheduling, preparation and coordination of interviews.

·       
Prepares
welcome packets for all new hires, TDYs and guests and updates the staff bios.

·       
Updates
the Mission of all PC visitors, TDYs, new hires and departures.

·       
Organizes,
coordinates and participates in orientation and induction of new hires. Assists
with scheduling of orientation activities for new staff.  Works with various departments to coordinate
and make sure orientation for new staff happens and is closed as per schedule.

·       
Assists
the HR Specialist to initiate and follow through security clearance processes
with the Mission Regional Security office and track clearance status for both
Long term and Short term contractors.

·       
Maintains
an updated short term staff list of security certifications/re-certifications
by keeping track of all the processes with the help of the PC Safety and
Security Manager.

·       
Assist
the HR Specialist to track staff anniversaries.

·       
Assist
the HR Specialist to maintain the PC directory and updates the US Embassy with
accurate copies.

Other duties                                                                                         
                     

·       
Prepares
identification (ID) and emergency cards for PCVs and Short Term PSCs and
ensures timely replacements in case of any losses reported.

·       
Process,
enter / update Volunteer VISA and Work permit applications into the PC computer
systems. Ensures that copies for all PCVs are on both electronic and physical
file.

·       
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.

·       
Serves
as one of two Records Liaisons for PC Uganda.

·       
Holds
the PCV whereabouts phone and maintains an updated log of information received.

·       
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.

·       
Safety
and Security of our volunteers is Peace Corps’ number one priority.  All staff, including this position, has a
role in the Volunteer and Trainee (V/T) safety support system.

·       
Immediately
communicates Volunteer safety and security concerns and issues to the Safety
and Security Manager (SSM) and CD. 
Knowledgeable and supportive of Peace Corps safety and security policies
and procedures, including the timely reporting of suspicious incidents, persons
or articles.

Qualifications, Skills and Experience:

·       
The
applicant for the United States Peace Corps Administrative Assistant should
hold a Bachelor’s degree in Business Administration, Social Work, or related
field. Additional training in HR required.

·       
Two years
of practical experience performing administrative functions and 1 year
performing HR functions in a fast paced environment.

·       
Previous
experience working within a multicultural environment is required.  

·       
Experience
with US Government is highly desirable.

·       
Skills
and abilities: 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.

·       
Legally
able to work in Uganda.

·       
Languages: English with excellent written and verbal
communication skills.

How to Apply:

All candidates should
send their electronic applications with 3 Word formatted documents to ug-applications@peacecorps.gov
as mentioned below;

·       
A letter
of interest (maximum 1 page)

·       
A resume
(maximum 3 pages)

·       
Names
and contact information for three references.

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 “APIO Michael_Admin
Assistant” 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.

Peace Corps Uganda
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.

You will be
contacted ONLY if you are deemed qualified. If called for an interview, you
will be expected to bring a reference letter from your area Local Council
(LC1).

Deadline: 30^th March 2020 by 4:45 PM

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