Fresher United States US Embassy / US Mission Jobs – Administrative Management Assistant (Salary 63 millions)

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Job
Title:             Administrative Management
Assistant
Organisation: United
States US Embassy, US Mission in Uganda
Duty Station: Kampala,
Uganda
Salary: FSN
08 (UGX 63,281,227-UGX 92,530,238)
About US Embassy:
The United States
Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for
over 30 years.  Ambassador Deborah R. Malac 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 Administrative Management Assistant serves on the USAID/Uganda
Executive Office (EXO) team and reports to the Supervisory Executive Officer.
The incumbent is responsible for executing a full range of travel, human
resources and administrative duties on behalf of the Executive Office. S/he
serves as the Mission point of contact and subject matter expert for all
travel-related matters. In addition, s/he conducts a variety of personnel
actions in support of the human resources function. The incumbent also handles
all administrative requirements of the Executive Office.
Key Duties and Responsibilities: 
Travel Management
(35%)
·        
Coordinate
travel-related logistics for Mission personnel, ensuring that the fare basis,
routing and itineraries are compliant with travel regulations and use the most
direct and cost effective routes.
·        
Serve as
the Mission’s in-house expert for E2, USAID’s travel management application.
·        
Prepare
travel authorizations for all Mission domestic and international travel, such
as departure, reassignment, transfer, emergency, or medical evacuation.
·        
Provide
information on entry and departure requirements, such as visas and medical
requirements.
·        
Assists
the Mission in the coordination of travel and logistics arrangements for
official visitors, temporary duty (TDY) visitors and other guests to the
Mission.
·        
Issue
and route electronic country clearances (eCC) and other access requests for TDY
visitors and guests to the Mission.
·        
Serve as
the Mission liaison with a variety of internal and external contacts related to
Mission travel, such as the Embassy travel office, USAID/Washington, and travel
industry contacts.
·        
Confirm
itineraries, coordinate updates to travel plans, and serve as the focal point
for resolving Mission travel issues.
·        
Compose
travel related correspondence and documents, such as invitation letters or
cables.
·        
Maintain
trackers and data related to domestic and international travel; compiles
reports of travel data as requested.
·        
Maintain
office files related to Mission travel.
·        
Advise
the Mission staff on policies and procedures regarding official travel, USG
travel regulations, airline regulations, host government rules and practices.
Human Resources
(45%)
·        
Support
the administration of Agency and Embassy award and recognition programs.
Collect and process award nominations, maintain award rosters, and coordinate
with the Office of Financial Management on payment for monetary awards.
·        
Process
incoming and outgoing employees, including arrival/departure cables, Mission
notices, and check-in/check-out forms and procedures.
·        
Maintain
the Mission’s staffing pattern, ensuring completeness and accuracy.
·        
Support
Mission recruitment activities, including screening applications, coordinating
interviews, administering testing, and processing selected candidates.
·        
Compose
human resources related correspondence, documents and reports.
·        
Maintain
various personnel files, trackers and databases.
·        
Provide
guidance to staff on human resources policies and procedures.
Administrative
(20%)
·        
Coordinate
day-to-day administrative operations on behalf of the EXO team, including
scheduling, logistics, supply, and maintenance requests.
·        
Provide
administrative and coordination support for special events, including partners
meetings, training sessions and other external meetings. Provide logistics support
during events held both at the Mission and off-site.
·        
Prepare
routine correspondence and non-technical documents, such as letters, memoranda,
cables, country clearances, and requisitions.
·        
Maintain
various office lists, trackers and databases, such as the Mission phone list
and the TDY tracker.
·        
Maintain
and update filing system for the office. Retrieves information from files when
needed.
·        
Ensure
that EXO staff and supervisors properly submit timekeeping data.
·        
Provide
administrative coordination between the EXO team and the broader Mission.
·        
Provide
back-up support to the Front Office, as necessary.
·        
Occasionally
travel regionally to provide field support to technical teams during site
visits.

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 US Embassy Administrative Management Assistant job
opportunity should hold a bachelor’s degree or the host-country equivalent in a
relevant field, such as administration, business, management, human resources,
or other related field is required.
·        
At least
three years of progressively responsible work experience in a travel, human
resources or administration related field is required.
·        
The
incumbent must possess strong knowledge of standard office procedures and
practices. Working knowledge of practices and local laws pertaining to travel
and/or human resources. General understanding of the nature and goals of USAID
and/or foreign assistance programming. Skills and Abilities:
·        
Must
possess strong interpersonal skills, including the ability to work successfully
as part of a team.
·        
Ability
to work independently to organize and execute a variety of activities
simultaneously.
·        
Must
have strong communication skills, both orally and in writing.
·        
A high
degree of tact, diplomacy, confidentiality and initiative for effectiveness is
required.
·        
Ability
to work successfully under pressure and within difficult time constraints.
·        
Competence
in using various computer software applications including Microsoft Office
programs, database programs, and web-based programs.
·        
Language
Proficiency: Level IV (fluent)
spoken and written English language proficiency is required.
How to Apply:
All those interested
in working with the US mission in Kampala should send their applications and
strictly adhere to the following:
·        
A signed
DS-174 Employment Application for Locally Employed Staff or Family Member, Download It Here
·        
Cover
letter clearly indicating the position for which you are applying and describing
how you meet the minimum requirements
·        
A
Curriculum Vitae/Resume
·        
Copies
of Academic Transcripts
·        
Names,
contact numbers, and e-mail addresses of three (3) professional references. At
least one of the references must be a prior or current direct supervisor.
Submit Application
To:
Human Resources
Office
By email at
KampalaHR@state.gov
NB: Your
application will be reviewed if you have fulfilled all the requirements
including submission of standard file types such as Microsoft Word (.doc) and
Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple
Attachments) and should not exceed 10MB. Please clearly indicate the position
number and title you are applying for on the DS-174 form.
Deadline: 27th July 2018
The US Mission in
Kampala provides equal opportunity and fair and equitable treatment in
employment to all people without regard to race, color religion, sex, national
origin, age, disability, political affiliation, marital status, or sexual
orientation.  The Department of State also strives to achieve equal
employment opportunity in all personnel operations through continuing diversity
enhancement programs.
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