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Job Title:   Human Resources Assistant (American Services)

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: Kampala, Uganda

Salary: UGX 70,307,688 p.a

Position Number: Kampala-2023-068

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 Human Resources Assistant (American Services) will be responsible for all American personnel programs at the Mission including but not limited to: Travel Messages (TMs) for arriving/departing U.S. Direct Hire (USDH) staff; check-in/check-out processing; advising American employees on matters relating to career development and personnel regulations; NSDD-38 procedures for new or existing USDH positions; maintaining files for American employees; managing recruitment program for Family Member Appointment (FMA), Seasonal Hires, When Actually Employed (WAE), Rovers, etc.; managing the Duty officer program; and provides general guidance on accreditation (visas and diplomatic ID processing).

Key Duties and Responsibilities:

American Personnel Services: 70%

Check-In/Check-Out Duties:

• Prepares and updates documents for Welcome materials, working with team members, other Consulate offices and supervisors.
• Disseminates guides and packages in accordance with standard operating procedures.
• Manages pre-arrival contact with clients to request advance information, sends Welcome Cable information via e mail. Reviews, processes, and files check-in/check-out forms, collects required “returnable” documents from departing employees, etc. Prepares paperwork for approval of Members of Households (MOHs) as needed.

Travel Message Cables:

• Prepares Travel Message (TM) cables (such as TM3s, TM5s and TM8s), extension/curtailment, and reassignment at Post cables for the supervisor’s review and maintains control documents. Enters TM data into Overseas Personnel System (OPS).
• Ministry of Foreign Affairs and Accreditation duties: Regular contacts with the Ministry of Foreign Affairs (MFA) on all matters regarding:
  • Diplomatic recognition of all USDH employees under Chief of Mission (COM) and their dependents
  • Diplomatic recognition of temporary duty (TDYs) officers of agencies under COM
  • Approval of US Eligible Family Member (EFM) employment on the local economy
  • Appropriate recognition of Third County Nationals (TCNs) accompanying USHDs at post
  • Dual citizenship implications towards recognition of USDH employees and their dependents
• Drafts diplomatic notes and submits for approval. Maintains working to mid-level contacts with the Ministry of Foreign Affairs division and Consular Affairs division in order to resolve issues related to accreditation of third country national domestic servants, TCNs, etc.

US Intern Program:

• Primary liaison with EX/HR on all matters pertaining to overseas US Interns. Liaises with sections and submits requests for internship. Works with Section Chiefs to top rank candidates from the Department’s application database and makes assignments determination based on sections’ needs and students’ interest. Prepares conditional offer letters for students’ acceptance and submission to the Bureau. Responds to various inquiries from candidates; submits cables to the Department.

Allowances/Payroll:

• Provides responses to questions about general allowance/entitlement questions, benefits such as educational travel, travel for children of separating parents, Medical/Death/Eldercare Emergency Visitation Travel (EVT), return of children over 21, etc.
• Refers to 3 FAM and Standardized regulations. Drafts/prepares any required telegram notifications. Receives and distributes Open Season and other materials (TSP, FEHB, FEGLI, etc.).

NSDD-38 Process and Position Management:

• Advises post on NSDD-38 requirements, related regulations, and status of individual cases. Drafts/updates post policies and staff announcements.
• Manages the process for unclassified NSDD-38 requests/approvals from receipt to conclusion.
• Drafts decision memorandum and response cables.
• Drafts necessary diplomatic notes to the MFA related to staff/agency movements within post.
• Updates status and/or historical data on individual cases and/or agency staffing levels.

AEFM Employment Programs: 10%

• Serves as post’s main point of contact (POC) on American local employment programs.
• Primary liaison with EX/HR on all matters relating to EFM hiring.
• Responsible for coordination with Bureaus to obtain permissions for establishing and/or converting EFM positions.
• Prepares cables to the Department requesting new positions or position (re)classification of FMA designated positions.

HR Database Maintenance and Reporting 10%

• Enters all relevant information (e.g., promotion lists, tenure lists, curtailment/extension approvals, reassignment at post, personnel actions, check-in/check-out information) into HR databases and maintains other control documents.

Other Administrative Duties 10%

• Coordinates post’s efforts to administer the Foreign Service Officer Test (FSOT) including soliciting for volunteers, coordinating a location as well as date/time, working with IT for logistics, and communicating with FSOT administrators as necessary.

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 Human Resources Assistant (American Services) job opportunity should have completed two (2) years of general college studies. Required.
• At least three years of progressively responsible experience in human resources or administrative field is required.
• Good working knowledge of Microsoft Office (Word, Excel, Power point, Outlook, and Internet).
• Skills in using tools such as Overseas Personnel System (OPS) and Electronic Recruitment Application (ERA).
• Must have excellent customer service and communication skills to manage in-person and telephone contacts.
• Must be organized, diligent and able to work under pressure.
• Good interpersonal relationships are required.
• Language: English level III (Good working knowledge) Reading/Writing/Speaking is required. This may be tested.

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.

Click Here

Deadline: 1^st September 2023

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