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Job Title:  Administrative Assistant (AA)

Organisation: United States Peace Corps

Duty Station: Kololo, Kampala, Uganda

Reports to: Deputy Director of Management & Operations

Compensation: Annual Pay Range: 50,500,012 to 73,751,394 UGX

About US:

The Peace Corps is an agency of the United States Government, which sends American Volunteer development workers to assist in capacity building and technical assistance activities in over 70 countries worldwide.  The United States 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
• Peace Corps

Job Summary:  The Administrative Assistant (AA) provides administrative and logistical support for the Peace Corps (PC) office in Kampala, Uganda. Work will be assigned by the Deputy Director of Management and Operations (DDMO) and will include but not be limited to reception, administration and human resource tasks as assigned. The AA shall be expected to maintain files and calendar, make appointments, receive visitors, sort and circulate mail, cables, and other documents to appropriate PC staff. The AA will also draft and prepare routine correspondence, maintain efficient flow of information, and always observe strict confidentiality.

Key Duties and Responsibilities:

Reception and Administrative Duties:

• Professionally greets visitors; notifies appropriate staff promptly and directs visitors and contractors accordingly.
• Professionally place calls, answer phones, record messages, and verify that messages have been received by staff and volunteers.
• Directs all queries regarding Peace Corps to the appropriate staff member.
• Keeps the reception area quiet, professional, clean, and organized.
• Maintains bulletin board and staff whereabouts in the reception area.
• Manages the DMO calendar and Schedules meetings on behalf of the DMO/DDMO
• Works with General Services Team to ensure the team’s transport needs are met.
• Coordinates staff and visitors access into the Embassy and processes electronic country clearance on behalf of staff in MyServices App.
• Coordinates with courier service providers (FEDEX, DHL) to ensure that all mail and parcels are picked timely and arrive at the PC Headquarters, regional offices, and other destinations. Dispatches, receives and logs registered mail (Fedex, DHL, and official mail).
• Coordinates the dispatch of all mail, parcels and supplies that are delivered to Peace Corps.
• Regularly updates telephone directory database for staff and Volunteers.
• Manages storage for Volunteer and staff parcels and mail. Ensures that mail coming into and leaving the office is collected and delivered in a timely manner.
• Receives telephone bills and coordinates with the utility companies on unacceptable invoices.
• Distributes personal bills and keeps a log.
• Ensures proper records management in Admin in accordance with the Annual File Plan.
• Prepares bills of collection for staff, Volunteers and vendors. Enters billing data in the Peace Corps financial system. Track payments on such bills and attach copies of receipts as obtained.
• Assists the Voucher Examiner reconcile monthly payments between the Telephone companies and Peace Corps.
• Assist the FAs with updating VICA payroll with Volunteer allowances, bank information, and Volunteer Data status.
• Back-up FAs in processing travel advances, disbursements and creating obligations as necessary.
• Prepares information packets for guests and consultants.
• Act as a Volunteer Support POC during emergency or crisis response.
• Coordinates the Admin team meetings, and other activities, takes notes and tracks agreed upon actions.
• Maintains a calendar of Admin staff leave.
• Custodian of the admin tickler file
• Serves as Back up for specified roles of the HR Specialist, Voucher Examiner/Travel Assistant, and Photographer for PC events.
• Train newly hired staff on use of the various administrative forms.
• Places orders for Business Cards for eligible PSCs.
• Assists to make copies or scans of documents for Admin offices as requested by the DMO/ DDMO.
• As a Government purchase and travel card holder – makes online purchases and performs monthly reconciliations of the Citibank statements and maintains a log of purchases and presents them to the approver following the reallocation calendar.
• May be designated as a receiving officer. (Assigned by Country Directors, with the approval of their Regional Directors) Responsibilities as a receiving officer include accurate review of goods or services, their accompanying invoices, and the purchase order/contract to ensure that the specifications, quality, amounts, price, timeliness, etc. of the goods are consistent with the terms and conditions of the contract/purchase order after successful completion of the requisite training to perform receiving duties. (See MS 511, the Personal Property Management Handbook and OFMH 19)

HR Duties:

• Serves as Post Time and Attendance Clerk. Collects bi-weekly staff timesheets, verifies for accuracy, and submits in a timely manner for approval by the appropriate staff member/supervisor before filing.
• Reconcile leave forms and timesheets for all staff and generates accurate PC-57 reports, on request, quarterly and/or at each fiscal closure and at end of PSC contracts.
• Maintains the staff family leave tracker, ensuring all family leave taken by staff is logged and tracked accurately.
• Prepares Driver Overtime claim forms and submits to the DMO/DDMO for review, signature, and submission on a bi-weekly basis.
• Assists HR Specialist, organize staff records; assist in electronic filing and records archiving for easy access and retrieval.
• Receives and logs applications for various vacancies and performs initial screening of applicant documentation while observing confidentiality.
• Assists with the scheduling, preparation, and coordination of interviews.
• Prepares welcome packets for all new hires, TDYs and guests and updates the staff bios.
• Updates the Mission of all PC visitors, TDYs, new hires and departures.
• Organizes, coordinates, and participates in orientation and induction of new hires.
• Assists with scheduling of orientation activities for new staff. Works with various departments to coordinate and make sure orientation for new staff happens and is closed as per schedule.
• Assists the HR Specialist to initiate and follow through security clearance processes with the Mission Regional Security office and track clearance status for both Long-term and Short-term contractors ensuring security clearances for all staff are up to date and uploaded in Odyweb system.
• Maintains an updated short term staff list of security certifications/re-certifications by keeping track of all the processes.
• Assist the HR Specialist to track staff anniversaries.
• Assist the HR Specialist to maintain the PC directory and updates the US Embassy with accurate copies.

Other Duties:

• Prepares identification (ID) and emergency cards for PCVs and Short-Term PSCs and ensures timely replacements in case of any losses reported.
• Process, enter / update Volunteer VISA and Work permit applications into the PC computer systems. Ensures that copies for all PCVs are on both electronic and physical file.
• On quarterly basis, reconciles the recorded inventory in the medical office. Prepares an annual report addressing all controlled substances, specially designated items to be conducted and submitted to OHS.
• Assists in organizing PC Uganda receptions and other events.
• Serves as one of two Records Liaisons for PC Uganda.
• Holds the PCV whereabouts phone and maintains an updated log of information received and reports the number of messages received to the Volunteer Support Meeting every Monday.
• Performs other duties as may be assigned by the DMO or the DDMO and which do not conflict with primary duties and responsibilities as outlined above.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in business administration, Social Work, or related field. Additional training in HR required.
• At least two years of practical experience performing administrative functions and 1 year performing HR functions in a fast-paced environment. Previous experience working within a multicultural environment is required.
• Knowledge: Demonstrated proficiency in facilitation of office and administrative procedures, excellent calendar management, including the coordination of meetings. Languages: English with fluent written and verbal communication skills.
• Skills and abilities: Excellent computer skills in Microsoft Office, financial software and internet applications. Excellent organizational and interpersonal skills. The person must feel comfortable working collaboratively with colleagues from multicultural backgrounds and must demonstrate a positive service attitude.
• This position requires strict adherence to ethical standards of confidentiality and professional conduct.
• Highly organized with attention to detail and ability to prioritize multiple responsibilities.
• Legally able to work in Uganda.

Preferred Qualifications:

• Education: Degree or formal certification in HR is preferred.
• Experience in a multinational NGO or similar organization is preferred.
• Previous experience in records management is preferred.

How to Apply:

Please submit a Word formatted letter of interest, resume, names and contact information for three references to ug-applications@peacecorps.gov

Clearly indicate your name and the position applied for on the subject line of the cover email as well as on all the attachments: For example “Katungi Jacob_ Administrative Assistant” for this position. Do not write any other words in the subject line of your mail. Submitted documents become the property of the Peace Corps and will not be returned.

Deadline: 6^th May 2024

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