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Job Title:    Administrative Management Specialist   

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: USAID / Uganda, Kampala, Uganda

Salary Range: UGX 157,828,400 – 232,334,711 per annum equivalent to FSN-11

Reports to: Office Director

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:  The Supervisory Administrative Management Specialist “EXO Specialist” functions as the senior Cooperating Country National Personal Services Contractor (CCNPSC) in the Executive Office at USAID/Uganda, reporting directly to the U.S. Direct Hire (USDH) Supervisory Executive Officer (S/EXO). The EXO Specialist assists in overseeing the delivery of effective personnel, administrative, logistical, and other support services for the Mission. In this capacity, the EXO Specialist helps to organize the Executive Office (EXO) work priorities and mission objectives. The EXO Specialist is responsible for the day-to-day management and supervision of Human Resource, Travel, Procurement, and Partner coordination workflow and business processes. The EXO Specialist reviews and pre-approves designated actions for EXO attention and assigns and follows up on designated management operation tasks to ensure they are carried out properly and within appropriate customer service standards. The job may be expected to perform work-related travel.

The EXO Specialist shares responsibility with other EXO staff for achieving an integrated customer service program for the USAID/Uganda staff including U.S. Direct Hires, U.S. Personal Services Contractors (USPSCs), Third Country Nationals Personal Services Contractors (TCNPSCs), and CCNPSCs. The EXO has four (4) customer service divisions namely – the EXO/Information Services Division; the EXO/Human Resources (HR), the EXO/Travel, and the EXO/Records Management (RM). The EXO Specialist contributes to these four service divisions by: 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 International Cooperative Administrative Support Services (ICASS) services provider. The EXO Specialist reports directly to the S/EXO.

As senior advisor to the S/EXO, the EXO Specialist participates in the planning, directing, and supervising the operations of USAID/Uganda’s Executive Office. The EXO Specialist assists the S/EXO with the high volume of demands in the EXO services division, coordinates between service divisions, and in coordination with other Mission Offices. The EXO Specialist monitors overall performance of the EXO and is charged with ensuring that Mission procedures comply with USAID policy and regulations, and United States Government (USG) statutory requirements. The EXO Specialist is responsible for the management of personnel directly supervised, including completing performance appraisals, and making recommendations for personnel actions.

As required, the EXO Specialist provides guidance and advice to the EXO service divisions and participates in the decision-making process in EXO and Mission administrative management issues. The EXO Specialist, in close coordination with the USDH Deputy Executive Officer (D/EXO), leads the EXO in the absence of the S/EXO, including during interagency meetings, ICASS, and to USAID senior management. The EXO Specialist manages and ensures continued effective and smooth operation of the EXO in all areas, except signatory authority involving the commitment of USG funds or Information Technology security. The EXO Specialist is required to perform work-related travel as needed.

Key Duties and Responsibilities:  

Administrative and Human Resources Management (40 percent of time)

• Provides guidance and supervision to the Human Resources (EXO/HR) staff, assists in the planning and directing the personnel management operations for the Mission’s U.S. Direct-Hire and PSC employees;
• Collaborates with the S/EXO and D/EXO and mission leadership on staffing and workforce planning issues, and recommends actions to ensure maximum, effective use of personnel.
• Oversees the recruitment and selection of new personnel, in coordination with the HR Specialists, exercises classification authority for USAID positions.
• Ensures that accurate USDH and non-direct hire data is updated in Overseas Personnel System (OPS) and maintaining mission records to meet schedules for production of the quarterly worldwide staffing pattern report. Manages Mission Uganda Merit Based Compensation (MBC) Program providing direction and policy advice to the EXO and HR Specialist.
• Ensures EXO/HR maintains up-to-date data to inform integrated country strategies, Mission Resource Request, management decisions and bi-annual portfolio review.
• The EXO Specialist is responsible for the transition, implementation, and maintenance of MBC, Global Managed health care, and will work closely with the State Departments Human Resource Officer on all issues related to the Local Compensation Plan.
• Reviews for accuracy and relevance documentation such as staffing requests, mission office’s reorganization, travel authorizations, and/or travel related policies and procedures.
• Responsible for prompt execution and appropriate action on contractual documentation and funding to ensure USPSC, TCNPSC, and/or CCNPSC’s are in place or remain in place for required staffing to meet Mission goals.
• Oversees all logistical support to Institutional Support Contractors (ISCs) to provide them with various types of services such as personnel policies, security, and the procurement of materials and supplies.
• Oversees and ensures the EXO/HR manage Mission training portfolio by providing consistent and excellent customer service, disseminating notices and resources with Mission staff, and assisting with USAID University course access and training registration.
• Ensures Mission Training Plan and budget is executed on time and connected to the overall staff performance management and professional development.
• Supervises the EXO/HR service division by setting clear roles and responsibilities, planning and prioritizing, ensuring individual learning and training plans are completed and monitored, poor performance is addressed, and EXO/HR tasks are equitably delegated.
• Follows and executes the Mission Uganda EXO Service Standards and updates and implements any changes to the Mission as needed.
• Incorporates regular coaching, mentoring, and feedback into daily workflow.
• Communicates accurately both verbally and in writing and sets the same expectation within the EXO/HR. Holds staff accountable and takes corrective measures as needed, in consultation with the S/EXO and D/EXO.
• Regularly recognizes excellent performance and nominates EXO/HR staff for awards.
• Assists the S/EXO with Agency Incentive Awards program and Interagency Mission Awards Program management.
• Reads, understands, and applies all relative Automated Directives System (ADS) chapters to ensure compliance with policy and regulations.
• Takes all applicable contracting training to ensure proper application and execution of simplified acquisitions regulations and process.
• Works collaboratively with other offices within the Mission to educate, influence and reach consensus on operations and management points of contention in Mission Uganda.
• Provides Administrative support, guidance, and clarification to ISCs in such areas as acquiring visas, business permits, resident permits for expatriates, registration with the Government of Uganda (GOU), Value Added Tax exemptions, and other related tax issues, registration of official program vehicles, aviation/airport issues, motor vehicle licenses; program vehicle insurance, and Mission and GOU policies guiding these and other issues.
• Develops close working contacts with GOU officials, especially with the officials handling issues affecting ISC operations in Kampala. Communicates with ISCs on safety and security matters as requested.

General Services (40 percent of time)

• Oversees STATE General Services Office (GSO) services by coordinating with the ICASS/Travel Assistants and ICASS/Procurement Specialists, and provides work guidance to the mission’s Administrative Assistants.
• Ensures efficient delivery of services by State/ICASS with respect to Motor Pool Operations (including the USAID Mission Director’s Chauffeur), Vehicle Maintenance and Records; Customs and Shipping; Correspondence and Records, Property Management including capitalized assets, and in coordination with the State Facilities Manager the Occupational Safety and Space Management plan.
• Works with relevant Embassy personnel and GSO staff as needed to ensure that all systems for tracking Vehicle Maintenance and Records are current, and that all required reports are completed and submitted in a timely manner.
• Approves and signs requests for customs clearance of official shipments eligible for importation under USAID and GOU regulations; understands and adheres to bilateral agreements and implementation letters, as necessary.
• Ensures compliance with Occupational Safety and Health Standards;
• Oversees requests for additional or reconfigured office space, as needs dictate, providing various options to best meet requirements within available space; and reviews plans for office moves with the EXO and concerned clients to ensure staff and materials are available at the time moves are scheduled.
• Procurement: Ensures appropriate management controls are in place and utilized in all areas of procurement activities; approves requests for advance of funds through local petty cash as needed.
• Liaises and consults regularly with a wide variety of USAID/Washington offices, private-sector vendors, and contractors. Participates in the development of the annual procurement plan, in concert with the S/EXO and the D/EXO, for submission to Mission management and inclusion in the annual Budget Request.
• Property Management: Oversees the property management function for non-expendable and expendable property, including office equipment and furniture inventories, as well as the residence for the Mission Director.
• Oversees all office spaces in coordination with ICASS/Procurement Specialist, EXO/ISD Specialist, and EXO.
• Ensures that all official property procured by the Mission, non-expendable and expendable, is properly received and that the required receiving reports are accurately completed; that all required actions are completed for the proper establishment and maintenance of inventory records; where applicable, supervises all disposal sales, from item selection, completion of disposal authorizations, conduct of the actual sale, and adjustment of property records to comply with Agency regulations; assists STATE/ICASS in conducting periodic inspections of facilities to ensure proper procedures for security, fire prevention, safety, and Page 4 of 11
• cleanliness are in place and in compliance with Agency regulations; and conducts spot checks on various records throughout the year to determine their validity and to ensure that all items are accounted for and that actual accounts match records.
• Ensures that the Mission’s safety and security equipment, IT equipment, and mobile devices are managed according to USG regulations.
• Monitors USAID-assigned residential and office building maintenance, including the status of make readies, routine and preventive maintenance, and maintenance of sufficient supplies, equipment, and records.

Budgeting, Policy Planning and Communication (20 percent of time)

• Assists with the following budget-related functions: Develops OE support budgets and monitors obligations and accruals of OE, manage approximately US$7M, ensuring that procurement plans are in place at the beginning of the FY, and processed in a timely fashion, in coordination with the S/EXO, D/EXO, and FMO;
• Participates in ICASS negotiations with the U.S. Embassy, when designated; Reviews ICASS invoices to assure proper allocation of work load counts; Establishes good working relationships and maintains open communication with U.S. Embassy Management Sections, including applicable GSO, FMO, and Security staff, to ensure receipt of services procured under ICASS, and to resolve any outstanding issues.
• Conducts management analyses and studies, as required, to recommend or evaluate improvements in management operations;
• Assists in the planning and direction of a continuing nature to evaluate Mission organization, staffing, and services to ensure maximum utilization of material and human resources;
• Analyzes requirements and makes administrative and technical recommendations to Mission management as requested;
• Develops and implements appropriate internal Mission management systems and policies;
• Drafts or clears Mission Orders, Staff Notices, and correspondence from EXO on management policies, as needed or required;
• Serves on the Management Control Review Committee and the Federal Managers Financial Integrity Act committee, to ensure the implementation of remedies or recommendations that align with agency regulations.
• CCN PSCs may participated in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa.

Qualifications, Skills and Experience:

• The applicant for the USAID Administrative Management Specialist job should bachelor’s degree or the equivalent of a four-year US college/university degree in human resources, financial management, business administration, computer science, international relations, political science, or public administration and/or policy. Required.
• Minimum of seven (7) years of progressively responsible professional administrative, and supervisory experience, developing and implementing management procedures, contracting, procurement, human resources, information technology and knowledge management, or any combination thereof is required.
• In-depth knowledge, or the ability to quickly gain such knowledge of U.S. and GOU laws, regulations, instructions, procedures, policies, and practices relevant to administrative management, human resources management, budget and fiscal administration, travel, information technology, building management, property management, procurement and contracting, Records Management, and other administrative procedures, regulations, and requirements sufficient to provide administrative and technical (when required) supervision of EXO personnel.
• Ability to research market prices, locate, understand, and interpret regulations, and to apply these to specific cases in the functional areas outlined in the position description.
• Excellent supervisory, analytical, and interpersonal skills, tact, and diplomacy are required.
• Ability to proactively manage tasks and work accurately and efficiently with minimal supervision is essential.
• Good leadership and managerial skills, and a personality that inspires confidence in CCNPSCs and permits the maintenance of effective working relationships with employees and supervisors.
• Ability to forecast needs for resources, to plan and assess issues/problems and develop realistic solutions.
• Ability to train other personnel, and to tactfully and efficiently work with a multidisciplinary Mission personnel to facilitate administrative support and customer services.
• Ability to create and maintain a good working climate, to ensure maximum productivity in a service-oriented manner.
• Ability to negotiate effectively within the US Embassy interagency and administrative personnel, and GOU and business officials on USAID operations and resources.
• Ability to use computer-based applications, technology, and software.
• Language Proficiency: English IV Fluency in Speaking, Writing, and Reading.

How to Apply:

Offers must be submitted as detailed in Section IV of the solicitation document and shall include:

• A typed and signed (hand or electronic signature) (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).
• 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.
• Completed curriculum vitae/resume as detailed in the solicitation document.
• Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation.
• Copies of Academic Transcripts

All offers must be e-mailed to: kampalausaidjobs@usaid.gov

Offers should be in Adobe Acrobat (.pdf). No other file types will be accepted. All documents should be scanned into one (1) document (one (1) ATTACHMENT) which should not exceed 10MB.

NB: Only electronic submissions will be accepted and only short listed offerors will be contacted.

Deadline: 20^th October 2022

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