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Job Title:   Administrative Management Assistant (Travel & Procurement)

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: USAID Uganda Office, Kampala, Uganda

Salary: UGX 86,951,739 to 127,587,851 per annum

Solicitation Number: 72061723R10023

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 EXO Administrative Management Assistant (Travel & Procurement) position is located in the USAID/Uganda Executive Office (EXO) . The EXO has three (3) customer service divisions namely – (i) the EXO/Information Services Division; the EXO/Procurement and Travel Division and its sub-unit for Records Management, and (3) EXO/Human Resources Division. The EXO Administrative Assistant (Travel & Procurement) shares responsibility with other EXO staff for achieving an integrated customer service program for the USAID/Uganda staff of a projected 250 staff members – including US Direct Hires (USDH) and Personal Services Contractors (PSCs) – USPSCs, Cooperating Country Nationals (CCNPSCs), and Third Country Nationals (TCNPSCs).

Key Duties and Responsibilities:

Travel and Transportation Management – 60 %

• Plans, coordinates, and provides a wide range of travel services for official mission travelers (USDH, USPSC, TCN and CCN staff, authorized dependents, and TDYers) – including arranging their international and in-country itineraries, making airline reservations in accordance with USG travel policies regulations.
• Processes travel requests and TAs including in-country blanket TAs and amendments using the E2 software. Simplifies entitlement guidelines for a variety of travel situations, including post assignment, home leave/return to post, home leave/transfer, direct transfer, Educational Travel, Rest and Recuperation travel, Temporary Duty (TDY) travel, Medical Evacuation, invitational travel, emergency visitation travel, post departure, separation travel, authorized departures, dependents travel, etc. Obtains travel itineraries and determines best routing or schedules that are advantageous to the USG.
• Provides orientation briefings to new staff on USAID travel operations and provides training to Mission administrative personnel on voucher processing, eCC processing, and other travel-related issues. Trains Mission staff in E2 roles and responsibilities and ensures that E2 arrangers are proficient enough to be able to initiate TA processes.
• Ensures that the necessary approval documents are obtained prior to travel, that there are sufficient funds in TAs to cover carrier costs, per diem, and the standard miscellaneous expenses.
• Serves as SME and POC on USG travel regulations responsible for providing guidance and interpretation of USG travel regulations, procedures and practices to the Deputy Executive Officer, the Supervisory Executive Officer, and all USAID/Uganda staff.
• Reviews travel arrangements to ensure compliance with regulations and procedures (Fly America Act, 14 Foreign Affairs Manual (FAM), 3 FAM and Foreign Affairs Handbook (FAH), Federal Travel Regulations, direct routing, city-pair fares, per diem costs, availability of funding, etc.), and ensures that all travelers are well informed on matters related to post-funded travel. Determines applicability and proper interpretation of governing official travel policies or recommends changes in established policy when necessary.
• Advises travelers on travel-related allowances such as the shipping allowance (airline baggage policies, unaccompanied baggage, Household effects, Privately Owned Vehicle, pet transportation policies), per diem, rest stop, Premium Class Lounge, Seat Selection Program, cost construct regulations, ticket changes fees, penalties, etc. Resolves problems or issues arising from travel demands, emergencies or conflicting information with tact and diplomacy.
• Maintains emergency preparedness documents and records. On a quarterly basis, reviews accuracy of documents and ensures they are updated with the most current best practice and evacuation policy available.
• Creates and maintains an updated tracker of all travel including historical information from past evacuations and emergencies so that mission is prepared for future incidents; creates record of lessons learned and best practices to refer to in the future.
• Reviews and ensures that travel invoices are accurate and cleared for payment processing. Serves as the main POC with the STATE Travel Agent/representative on issues relating to refund of unused tickets and reissuance of the tickets. Receives, reviews, and ensures the invoices issued by the Travel Agent are accurate and cleared for payment processing.
• Prepares Visa Support Letters/Note Verbale for incoming staff and TDYers requesting issuance of visas to Uganda and obtains their approval from STATE/HR.
• As the lead/senior advisor and SME on Travel, represents EXO at different travel related meetings such as at the all new-arrival orientation briefings to outline travel operations, policies, and procedures, checkout briefings, etc.

Simplified Acquisitions Duties – 25 %

• Completes a variety of simplified acquisition actions as a Buyer including purchase orders, blanket purchase agreements through the Global Acquisition & Assistance System (GLAAS) and submits USG purchase card and procurement requests to STATE/ICASS/Procurement to be processed through the ARIBA procurement system. Receives requests, plans, negotiates, issues purchase orders and performs post-award administration such as modifications, closeout of the procurement instruments, etc. Commodities and services to be procured include off-site space for USAID/Uganda meetings, retreats, conferences, furniture and furnishings, miscellaneous contracting services such as for banking, legal, consultancies related to staff development training and logistics, assessments, etc.
• Prepares Requests for Quotes to obtain quotes for services or supplies, screens the bids, and obtains technical and cost or price analyses from requestors, prepares contract award including the negotiation memorandum and the affirmative responsibility determination for the offeror/vendor after verifying the offeror/vendor does not on appear and is not barred from receiving US government contracts.
• Ensures the proper filing of procurement documents into the Agency Secure Image and Storage Tracking System (ASIST) in accordance with the established filing procurement procedures.

Procurement & Travel Division Management and Supervision – 15 %

• Serves as the Deputy Division Lead and provides leadership by ensuring the efficiency and effectiveness of the division – functions are well coordinated, and that there is adequate technical and administrative oversight and coverage at all times. In this capacity, the Assistant:
• Supervises the EXO Administrative Clerk/Chauffeur who is responsible for performing a variety of travel and chauffeur functions in the day-to-day activities/performance of roles and responsibilities including defining and ensuring the adherence to schedules and deadlines.
• Trains, coaches, and mentors to enhance the EXO Administrative Clerk/Chauffeur’s knowledge and skills in Travel policy/guidelines, the preparation of TAs in E2, and other related assignments.
• Reviews work and provides feedback when setting work objectives, defines the annual workplan, the learning and development goals (Individual Development Plans). Conducts regular check-ins and monitors performance for continuous improvement. Provides feedback on performance and supports the EXO Administrative Clerk/Chauffeur to achieve the set performance goals. Evaluates performance at the mid-cycle and annually.
• Supervises the C&R Management Clerk in the absence of the Division Lead.

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 Management Assistant (Travel & Procurement) job opportunity should have completed two years of College or University studies in management, procurement, business administration, public administration, social sciences, transportation planning & Logistics, or related administrative field required.
• At least three years of professional experience in an office administrative field is required. Two years or more in travel management for a USG or international organization is essential.
• General knowledge of regulations dealing with travel systems, general travel regulations, travel agencies, ticketing, and airline fare bases.
• Good knowledge of administrative practices and business processes in the public sector with the ability to develop an excellent understanding of USG travel and procurement policies, standardized regulations, procedures related to correspondence formatting and management, mail and file handling and management.
• Excellent customer service skills, professional attitude, patience, tact and diplomacy in handling requests and inquiries from customers.
• Excellent attention to detail. Sound judgment, originating creative solutions within a regulatory framework for addressing concerns and handling requests.
• Working independently with little oversight.
• Ability to work in a multicultural context, ability effectively explain procedures and requirements tactfully.
• Advanced liaison skills to be able to deal tactfully and effectively with USG personnel, and visitors. Excellent computer skills – familiarity with windows, Microsoft Word processing, PowerPoint, Google site, including the capability to create and manage dynamic spreadsheets to analyze and present data and prepare estimated budgets and other required reports for decision making.
• Ability to present information and originate written correspondence such as travel remarks, procurement awards, performance evaluations, etc.
• Teamwork skill with ability to interact professionally with sometimes aggressive individuals.
• Ability to maintain strict confidentiality, meet conduct/ethics standards in accordance with USG procurement procedures.
• Language Proficiency: Level IV (fluent) English is required, speaking, reading, and writing.

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 complete DS-174 Employment Application for Locally Employed Staff or Family Member (https://eforms.state.gov/Forms/ds174.pdf; [click at this link for latest version]. Offerors are required to complete sections 1 through 6 (use additional pages, if needed).
• 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 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.

Documents should be arranged and scanned in this order:

• DS-174
• Cover Letter
• Complete Curriculum vitae/resume
• Supplemental documents
• Academic Transcripts
• (vi) 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 in Section I at kampalausaidjobs@usaid.gov Incomplete or late applications will not be considered.

All qualified Offerors will be considered regardless of age, race, color, sex, creed, national or tribal origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization or other non-merit factor.

Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.

For this position, the subject line of the email MUST read:

SOL NUMBER TITLE OF POSITION, LAST, FIRST CANDIDATE NAME

Ex: 72061723R10023, Administrative Management Assistant (Travel & Procurement), Smith, Jose

Deadline: 2nd October 2023

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