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Job
Title:         GSO
Administrative Clerk (Fresher US Embassy Jobs)

Organisation: United States US Embassy, US
Mission in Uganda

Duty Station: Kampala, Uganda

Salary: UGX
44,197,171

Open to: Current
Employees of the Mission – This includes U.S. Citizen Eligible Family Members
(USEFMs); Eligible Family Members (EFMs); Declared Members of Household (MOHs),
dependents of U.S. Personal Services Contract (USPSC) who are assigned under
COM – All Agencies

Position Number: Kampala-2020-035

 

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 Administrative Clerk is mainly 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 % of time

·        
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.

·        
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 and Procurement
staff including submitting and filing time and attendance (T&A) reports.
Assists 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. 10%

 

Note: This
position description in no way states or implies that these are the only duties
to be  performed by incumbent. Incumbent
will be required to perform other duties as assigned by the agency

 

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 Clerk job
opportunity should have two years of post-secondary studies in Secretarial
studies, Administration, Management from a university or technical institute is
required.

·        
A
minimum of two years of  progressively
responsible office management experience is required.

·        
Must
have knowledge of general office management and administrative procedures

·        
Must have
a working knowledge and understanding of General Services operations, Outlook
calendar.

·        
Familiarization
with sections 14 & 15 of the Foreign Affairs Manual, Real Property
Application (RPA) program, and the mission organization.

·        
Knowledge
of local and U.S. Government offices (MFA, Uganda Revenue Authority, 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
Proficiency: Level 4 English
speaking and writing ability is required. Level 3 speaking knowledge of Luganda
or Runyakitara is required.

 

How to Apply:

All those interested
in working with the US mission in Kampala should send their applications online
at the link below.

 

Click
Here

 

Deadline: 16th November 2020

 

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