Job Title: GSO Administrative Assistant (Fresher Jobs)
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Position Number: Kampala-2024-007
Salary: UGX 44,197,171 /= per year
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 GSO Administrative Assistant is responsible for performing office management; administrative and clerical duties for the General Services Office and to provide customer support to its clients.
Key Duties and Responsibilities:
GSO Receptionist Duties: 90%
- Drafts and types letters, memos, cables, diplomatic notes and staff notices for the General Services Officer in accordance with well-defined instructions and precedents. Reviews all documents prior to submission to the supervisor to ensure that they are grammatically correct, free of spelling or typographical errors and adhere to standard format.
- Receives, reviews and screens all incoming telephone communications transferring calls to the appropriate person and/or taking messages and following up on calls to ensure action needed.
- Receives, reviews and controls all incoming and outgoing written unclassified correspondence.
- Maintains, organizes and updates administrative files in the GSO Share drive folder.
- Maintains, organizes and updates files, documents and information on the embassy Sharepoint site.
Administrative duties: 10 %
- Attends staff meetings to record pertinent information as note taker and updates agendas. Retains a photocopy of action documents marking due dates.
- Tracks and follows up to ensure response is made by the due date.
- Keeps an up-to-date spreadsheet of GSO staff’s annual leave, training records and emergency contact information.
- Controls a cupboard stock of office supplies.
- Submits procurement requests for GSO related requirements.
- Maintains a time and attendance log for Housing, Customs and Shipping, Procurement, Property and Travel staff including submitting and filing time and attendance (T&A) reports.
- Supports the FM Secretary and Management Receptionist.
- Provides logistical support for visiting high level delegations.
- Provides customer support as the primary liaison between clients and GSO. Receives requests for information and support and takes lead in providing the appropriate action.
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 GSO Administrative Assistant job opportunity should have completed two years of general university studies. Required
- A minimum of two years of progressively responsible office management experience is required.
- Must have knowledge of general office management and administrative procedures.
- Knowledge of local and U.S. Government offices (Ministry of Foreign Affairs (MFA), Uganda Revenue Authority (URA), Registry of vehicles, municipal water and electricity departments) and processes to complete assigned duties is required.
- Typing speed of 40w.p.m.
- Must be computer literate.
- Knowledge of MS Word, Excel spreadsheets, presentations (PowerPoint) and e-mail systems.
- Ability to obtain, organize, and present factual data in a logical way is required.
- Ability to exercise sound judgment, apply pertinent regulations, and follow through on a wide variety of assigned work projects is required.
- Language: Level 4 (Fluent) English speaking and writing ability is required.
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.
Deadline: 20th March 2024
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