The Ugandan Jobline

• Professionally places calls, answers
  phones, records messages, and verifies that messages have been received by
  staff and volunteers.
• Professionally greets visitors; notifies
  appropriate staff promptly and directs visitors and contractors
  accordingly.
• Directs queries regarding Peace Corps to
  the appropriate staff member.
• Keeps the reception area quiet,
  professional, clean, and organized.
• Coordinates with courier service providers
  (FEDEX, DHL) to ensure that all mail and parcels are picked on time 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.
• Maintains bulletin board and staff
  whereabouts in the reception area.
• Regularly updates telephone directory
  database for staff and Volunteers.
• Acts as a receiving official for all
  packages and supplies that are delivered to Peace Corps offices.
• The Administrative Assistant also manages
  storage for Volunteer and staff parcels and mail.  Sends out diplomatic pouch and ensures
  that mail coming into and leaving the office is collected and delivered in
  a timely manner.
• Receives telephone bills, verifies for
  payment and distributes personal bills. 
  Prepares bills of collection for staff and vendors. Working with
  Financial Assistants (FAs), tracks payments made on such bills and
  attaches copies of receipts as obtained. Enters billing data in the Peace
  Corps financial system.
• In a timely manner, reconciles monthly
  payments between the Telephone companies and Peace Corps.
• The incumbent prepares information packets
  for guests and consultants.
• Coordinates the Admin team meetings, and
  other activities, takes notes and tracks agreed upon actions.
• Maintains a calendar of Admin staff leave.
• Serves as Back up for specified roles of
  the Travel Coordinator, Medical Secretary and Photographer for PC events.

• Serves as Post Time and Attendance
  Clerk.  Collects bi-weekly staff
  timesheets, verifies for accuracy and submits for approval by the
  appropriate staff member before filing accordingly.
• Maintains and reconciles leave forms and
  timesheets for all staff and generates accurate PC-57 reports quarterly
  and/or at each fiscal closure and at end of PSC contracts.
• Work in liaison with the HR Specialist to
  organize staff records and electronic files for easy access and retrieval.
• Receives and logs applications for various
  vacancies and performs initial screening of applicant documentation.
• Provides support in the scheduling,
  preparation and coordination of interviews.
• Prepares welcome packets for all new
  staff.
• Regularly updates the Mission of all PC
  visitors, TDYs, new hires and departures.
• Organizes, performs and coordinates
  orientation and induction of new hires.
• Provides support in scheduling of
  orientation activities for new staff. 
  Work with various departments to coordinate and make sure
  orientation for new staff happens as per schedule.
• Per set procedures, assists initiate and
  follow through security clearance processes with the Mission Regional
  Security office and tracks status clearances for both Long term and Short
  term contractors.
• Maintains an updated staff list of
  security certifications/re-certifications by keeping track of all the
  processes with the help of the PC Safety and Security Manager.
• Work in liaison with the HRS, tracks
  anniversaries such as Enter-on-Duty dates for all Personal Services
  Contractors.
• Assists coordinate the release of all PSC
  contracts including Short term and Long term contracts.

• Prepares identification (ID) and emergency
  cards for PCVs and Short Term PSCs and ensure timely replacements in case
  of any losses reported.
• Prepares Business Cards for eligible PSCs.
• The jobholder also prepares packets for
  Early Termination (ET), Close of Service (COS), Description of Service
  (DOS), After Corps for Volunteers and enter accurate COS/ET data in PC
  Uganda computer systems.
• Serves as one of two Records Liaisons for
  PC Uganda.
• Supports GSO (General Services Office) to
  enter / update Volunteer VISA and Work permit information into the PC
  computer systems.
• 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.
• Mentors and trains newly hired staff on
  policies and use of administrative forms.                                                                    
  
• 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.

• The ideal candidate for the Unites States
  Peace Corps Administrative Assistant job opportunity 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 and HR functions in a fast paced
  environment.  Previous experience
  working with the US Government is highly desirable.
• Excellent computer skills.  Knowledge of Microsoft Office, financial
  software and internet is a must.
• Excellent organizational and interpersonal
  skills.
• The person must feel comfortable working
  collaboratively with colleagues from multicultural backgrounds and must
  demonstrate a positive service attitude.
• Languages: English with
  excellent written and verbal communication skills.

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