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Job Title:    Administrative Assistant
(EXO)

Organisation: United
States US Embassy, US Mission in Uganda

Duty Station: USAID,
Kampala, Uganda

Salary: UGX
50,500,012 – 73,751,394 per annum, equivalent to FSN-07

Position Number: Kampala-2020-038

Reports to: Deputy
Mission Director and the Supervisory Executive Officer

 

About US Embassy:

The United States
Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for
over 30 years.  Ambassador Natalie E. Brown 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:  USAID/Uganda is seeking for qualified
individuals to fill the Administrative Assistant (EXO) position in the
Executive Office (EXO), USAID/Uganda but seconded to the Front Office. The
primary purpose of this position is to perform duties assigned by the Deputy
Mission Director, perform special Front Office functions, serve as Roving
Administrative Assistant/back up Administrative Assistant/Office Manager to
USAID/Uganda offices and teams. The Roving Administrative Assistant reports to
the Deputy Mission Director and when assigned to other offices, the day-to-day
supervision will be from the appropriate Office Director.

 

Key Duties and Responsibilities:  

Deputy Mission
Director’s Duties (30%)

·       
Perform
office management and administrative duties for the Deputy Mission Director by
ensuring policies and practices are implemented which facilitate work. Plan,
establish prioritize, organize and carry out administrative and clerical
function including the preparation of drafts and finals for various documents
such as cables, letters, memoranda, reports, tables, or other similar routine
correspondence as requested.

·       
Review
documents submitted for the Deputy Mission Director’s signature to ensure that
they are grammatically correct, free of spelling or typographic errors and
adhere to format. Ensure changes, new procedures and decisions made by the
Deputy Mission Director are communicated to the responsible office in a timely
manner.

·       
Maintain
Deputy Mission Director’s calendar and schedule of appointments for meetings
and conferences with Embassy staff, the Government of Uganda (GOU), officials
of other donor agencies, implementing partners, other public and the private
sector organizations. Ensure that priority meetings are scheduled, changes are
made and communicated in time with all concerned, and that conflicting bookings
are avoided at all times.

·       
Set up
meetings and track appointments to ensure enough time for the Deputy Mission
Director to prepare for day-to-day activities and perform other priority work.
Remind the Deputy Mission Director to ensure his/her promptness.

·       
Control
access to the Deputy Mission Director by screen telephone calls and visitors,
refereeing to other offices, when based on considerable personal knowledge of
the organization, objective and lines of communication. Keep track of calls to
be returned and using judgment and initiative, place calls when appropriate and
in a priority order.

·       
Assemble
correspondence, reports, briefers, and other pertinent background materials for
the Deputy Mission Director use in speeches, presentations and conferences.

Special Front
Office Functions (30%)

·       
Prepare
invitations and ensure they are promptly dispatched with agendas or other
related materials.

·       
Prepare
correspondence and documents of a non-technical or non-substantive nature as
requested by the Mission Director. Research for background materials and data
from offices and other staff.

·       
Prepare
requests for Motorpool transportation within and outside Kampala for the Front Office
and visiting personnel as well as hotel reservations for visiting personnel.

·       
On a
recurring basis, order and always maintain an adequate stock of supplies,
arranges orders for office use.

·       
Maintain
Front Office important information lists including guest lists, current
telephone lists, implementing partners and activities lists, frequently us GOU,
donor, POV/NGO and other contact for easy referral.

·       
Coordinate
representational functions.

·       
Screen
publications, directives, periodical and newspapers. Communicate this
information to Front Office staff and maintain a file of correspondence and
notes on significant events.

Roving Duties (40%)

·       
Perform
and coordinate a variety of secretarial, clerical, and administrative duties
especially when the Front Office Administrative Assistant and other Office
Managers are on vacation or sick leave and also during particular busy periods.

·       
Using
automation, draft or prepare in final varied documents, with a high standard of
accuracy to reflect professionalism of the respective office and the Mission.

·       
Maintain
a system of working files for the Front Office as well as other offices when
assigned.

·       
Manage
time and attendance and leave schedules for the Front Office as well as other
offices when assigned.

 

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 United States US Embassy Administrative Assistant (EXO) job
opportunity should have completed secondary school (advanced level) is
required. Certificate in administrative or business administration and other
studies such as computer applications advantageous.

·       
Three
years of progressively responsible work experience in a position which provided
an opportunity for on-the-job training in protocol and diplomatic customs
matter.

·       
A good
knowledge of the GOU protocol guides, general etiquette and protocol source
references and USAID general office practices, regulations on unclassified correspondence
control and handling, and files management.

·       
Good
knowledge of the English grammar, spellings and punctuations, good sense of
document formats and layouts as well as mail handling instructions.

·       
Demonstrated
knowledge of the USAID organizational functions, personnel and practices of the
activities to which service is provided.

·       
Minimum
of level II typing ability.

·       
Must be
familiar with computer software such as Word, Excel, Power Point, etc.

·       
Must be
devoted to accuracy in overall work approach or willing to learn fast.

·       
Must
project professional, courteous, and client-oriented skills to successfully
handle and facilitate both telephone and visitors to the office(s) and perform
in a cross-cultural and interagency environment.

·       
Language
Proficiency: Level IV English
ability (proficiency) written and oral communication skills is required.

 

How to Apply:

Eligible Offerors
are required to complete and submit (Requirements (i) – (v) below are critical
for compliance of the offer. Therefore, candidates MUST pay due attention to
these):

·       
A typed
and hand signed (around Section 6 – Declaration) DS-174 Employment Application
for Locally Employed Staff or Family Member
(https://eforms.state.gov/Forms/ds174.pdf; Version Exp. 06/2022). Offerors are
required to complete sections 1 through 6. (Make sure to use additional Work
Experience pages (Section 4), if needed, to provide complete work history).

·       
Cover
letter (addressed to the USAID Supervisory Executive Officer) clearly
indicating the position for which you are applying and describing how you meet
the minimum requirements.

 

Complete curriculum
vitae/resume. In order to fully evaluate your application, the resume must
include:

·       
Paid and
non-paid experience, job title, dates held (month/year). Please specify unpaid
or part time work. Any experience that does not include dates (month/year) will
not be counted towards meeting the solicitation requirements. (NOTE: Resume and
DS-174 work experience should match.)

·       
Specific
duties performed that fully detail the level and complexity of the work.

·       
Education
and any other qualifications including job-related training courses,
job-related skills, or job- related honors, awards or accomplishments.

·       
Name and
contact information (phone and email) of three (3) professional references. At
least one of the references must be a prior or current direct supervisor.

·       
Supplemental
[separate] document specifically addressing each QRF as outlined in the
solicitation.

·       
Copies
of Academic Transcripts.

·       
Offers
should be in a standard file type such as Microsoft Word (.doc) or Adobe
Acrobat (.pdf). All should be in one document which should not exceed 10MB.

·       
Submitted
offers and documents become the property of USAID and will not be returned.

 

Offers must be
received by the closing date and time specified in Section I, item 3, and
submitted to the Point of Contact at KampalaHR@state.gov. Incomplete or
late applications will not be considered.

 

Deadline: 26^th December 2020

 

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