A’ Level US Embassy Jobs – Shipment Assistant

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Job Title:   Shipment Assistant

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: Kampala, Uganda

Salary: UGX 50,500,012 /=

Position Number: Kampala-2023-023

 

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 Shipment Assistant is responsible for coordinating and facilitating importation and exportation of household and personal effects (HHE), privately owned vehicles (POV), unaccompanied baggage (UAB), and U.S. Government equipment and supplies for the Department of State and other agencies.  The position is in the General Services Office (GSO) under the supervision of the Shipment Supervisor.

 

Key Duties and Responsibilities:

Inbound/Outbound Shipment Logistics and Customs (50%)

  • Serves as the point of contact on transportation rules and regulations including diplomatic automobile laws.
  • Directs the logistics of overall transportation activities for both diplomatic personnel and official shipments by tracking International Through Government Bill of Lading system (ITGBL) contracts as well as assisting GSO procurement section with tracking down shipments with U.S. Dispatch Agencies.
  • Advises USG personnel of their shipping entitlements and answers all manner of questions concerning local customs regulations, inbound and outbound shipping matters.
  • Facilitates all transportation steps importation and exportation of HHE, POV, GOV, pets, and official shipments with local transportation officials and ITGBL contractors.
  • Handles the annual bidding process with negotiating the prices and evaluating the local bids. Determines the best method of shipping, calculates cost construction.
  • Plans and prepares customs clearances and deliveries of all inbound/outbound shipments for U.S. Department of State (DOS), and other United States Government (USG) agencies at post under Chief of Mission Authority.
  • Manages and monitors the DOS Integrated Logistics Management System (ILMS) Transportation Lite (T-Lite) on inbound shipments. Tracks the information flow for all Mission, personal and official inbound shipments. Ensures prompt clearance of shipments through customs and host government agencies.
  • Serves as acting Shipping Supervisor when directed.
  • Incumbent serves as an incidental operator of ​official vehicles and meet all requirements ​outlined in 14 FAM 433.
  • Occasional petty cash holder.

Communication, Records Management & Reporting (35%)

  • Regularly communicates and coordinates with US Dispatch Agencies. Schedules the move and release of shipments routed to post. Advises local contractors on the use of State Department Transportation Division. Monitors the performance of ITGBL contractors and subcontractors to ensure that post employees receive the required service as stated on the ITGBL scope of work standards.  Reviews and verifies invoices against all discrepancies and advises GSO on problems and proposes solutions.  Determines the type of action to be taken in unusual situations and unrealistic and/or illegitimate demands of employees.
  • Guides the Shipping Supervisor and GSO on unusual customs problems and proposes solutions. Reviews and makes recommendations on the changes of interoffice procedures to enhance customs service and to save on time and paperwork. Advises the Department of State Transportation Office on changes in methods of shipments and the conditions within the country in determining shipping modes and methods to save time and money for the USG. Prepares Management Notices on the items of general interest on post policies and change of regulations, develops forms to accommodate these changes.
  • Ensures that all necessary customs clearance paperwork has been prepared for all incoming and outgoing shipments. Follows up with local government offices that overlook approvals to diplomatic shipments. Maintains records on all general transportation matters and employee files on personal shipments. Maintains suspense files on all kinds of shipments for the receipt, delivery, pick up and shipping. Prepares e-mails to the Department of State and other posts with appropriate shipping information.
  • Prepares weekly shipping reports involving key cargo whereabouts along routes, Cargo ETA, and contractor statistics and correct chargeable billing data.

Contracting Officer Representative (COR) (15%)

  • Act as Assistant COR for the packing, shipping, and delivery contracts or Tender of Services (TOS) and process the corresponding procurement method for the required logistics services.
  • Prepare and monitor Post bill of ladings (BOL) or Purchase requests related to vendor’s packing, shipping, and delivery services in the name of the Post Kampala.
  • Receive and audit pre-invoices related to the customs and shipping services provided by the vendors or tenders for approval and payment. Contracting Officer Representative (COR) certificate is mandatory to audit invoices and handle the daily packing, unpacking, delivery, transportation and shipping operations to oversee compliance with the terms of the contract and inform the COR of the contract to take the appropriate actions.


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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 Shipment Assistant job opportunity should have completed Secondary School (O&A Level).
  • At least four years of experience in the field of international customs, shipping, logistics, or transportation is required.
  • Detailed knowledge of government diplomatic import/export policies, including tax policies.
  • Detailed knowledge of local motor vehicle policies with respect to registration, transfer, licensing, and taxes.
  • Ability to draft detailed diplomatic communications and reports in English is required.
  • Must be comfortable and able to deal with high-level US and local government contacts.
  • Must have a valid, current license for 5 years. This may be tested.
  • Language: English Level IV (Fluent) Reading/Writing/Speaking. This may be tested.

 

How to Apply:

All those interested in working with the United States Embassy, US Mission in Kampala should send their applications online at the link below.

 

Click Here

 

Deadline: 31st March 2023

 

For more of the latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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