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Job Title:   Administrative Assistant (Fresher A’ Level Jobs)

Organisation: United States US Embassy, US Mission in Uganda

Duty Station: USAID Uganda Office, Kampala, Uganda

Salary: UGX 50,500,012 to 73,751,394 per annum

Reports to: EXO Administrative Assistant (Travel & Procurement),

Solicitation Number: 72061723R10022

 

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 Executive Office (EXO) Administrative Assistant /Chauffeur position is located in the USAID/Uganda Executive Office (EXO). The EXO has three (3) customer service divisions namely – (i) the EXO/Information Services Division; the EXO/Procurement and Travel Division and its sub-unit for Records Management, and (3) EXO/Human Resources Division. The EXO Administrative Assistant /Chauffeur shares responsibility with other EXO staff for achieving an integrated customer service program for the USAID/Uganda staff of a projected 250 staff members – including US Direct Hires (USDH) and Personal Services Contractors (PSCs) – USPSCs, Cooperating Country Nationals (CCNPSCs), and Third Country Nationals (TCNPSCs).

 

This is a mixed position with the primary responsibilities of perfoming a variety of administrative support duties as the Travel Assistant, Chauffeur to the Mission Director (MD) and EXO support liaison.

 

Key Duties and Responsibilities:

EXO Travel Assistant Support – 50 %

• Assists in the processing of travel requests and preparation of Travel Authorizations (Tas) including in-country blanket TAs, international, and amendments using the E2 software.
• Ensures that the necessary approval documents are obtained prior to travel, that there are sufficient funds in TAs to cover carrier costs, per diem, and the standard miscellaneous expenses.
• Reviews travel arrangements to ensure compliance with regulations and procedures (Fly America Act, 14 Foreign Affairs Manual (FAM), 3 FAM and Foreign Affairs Handbook (FAH), Federal Travel Regulations, direct routing, city-pair fares, per diem costs, availability of funding, etc.), and ensures that all travelers are well informed on matters related to post-funded travel.
• Updates emergency preparedness documents and records. Updates travel tracker to include historical information from past evacuations and emergencies so that mission is prepared for future incidents.
• Prepares Visa Support Letters/Note Verbale for incoming staff and TDYers requesting issuance of visas to Uganda and obtains their approval from STATE/HR.
• Helps in the preparation and submission of E2 for official vouchers.

EXO Administrative Duties: 25 %

• The EXO Administrative Assistant /Chauffeur provides EXO support liaison to customers for ICASS services. Manages expectations for services, answers questions, assists customers to log requests, and provides guidance for staff experiencing challenges with the accuracy and efficiency while requesting services.

Customer service responsibilities:

• Assists USAID/Uganda staff (customers) to place MyServices requests – including build access and providing visitor escort.
• Provides customer information about available services and resolves service problems.
• Tracks services requests.
• Provides feedback to customer on delayed services, expedites correction or adjustments to ensure resolution.

EXO events coordination and logistics responsibilities:

• Provides logistics support for the EXO helping organize events by placing for GSO services.
• Arranges disposition of property when needed.
• Ensures upkeep and organization of USAID Office Space is optimal at all times.

Mailroom services:

• Delivers official correspondence (letters, reports, invitations, etc.) from and to various offices, such as the Government of Uganda (GOU), implementing partners, other international organizations, public and private sector organizations, etc.
• Collects and distributes mail and newspapers from the Mailroom on a daily basis.

Chauffeur to the Mission Director/other USAID staff: 25 %

• Safely and according to local laws operates MD’s vehicle to provide transportation services primarily to the MD or to other USAID/Uganda staff and official TDY’ers.
• Plans logistics for trips. Researches the destination points and collects pertinent information such as the description of the site, projected travel time, road conditions, and seeks guidance from RSO on security concerns. Based on personal analysis of the situation, ensures that adequate planning and safety considerations have been factored into trip schedules. Exercises sound judgment in selecting which roads to use and which areas to avoid ensuring the safety of the MD or the other passengers.
• Ensures all duties as driver of the assigned vehicle are performed in adherence with local traffic laws and Mission Policies.
• Maintains proper record-keeping (logbook of covered activities on a daily basis) and attendant paperwork including updating monthly mail log, mileage records and activities to ensure an easily retrievable filing system.
• Records vehicle usage, maintenance, and overall care of the assigned vehicle by reporting any problems identified and ensuring all licenses and documents relating to the vehicle are current and as required.
• Schedules vehicle examination for service with the Mission motor pool mechanic and checks for vehicle insurance validity.
• Travels throughout Uganda and stay overnight in remote areas as assigned.

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 USAID Uganda Administrative Assistant job opportunity should have completed two years of secondary school (ordinary and advanced levels) and two or more years of post-secondary schooling is required. Vocational training in general automotive mechanics is required.
• At least three years of administrative or clerical experience is required. A minimum of three years of professional chauffeur experience and a possession of a valid Driver’s License with classes B, CM, DL, DM, etc. is required.
• Strong knowledge of administrative support with the ability to quickly become familiar with Division responsibilities and activities and possess a general knowledge of standard office procedures and practices.
• Hands-on knowledge and experience operating a 4-WD vehicle.
• Knowledge of Uganda traffic laws.
• Knowledge of traffic patterns throughout the Kampala city, as well as secondary/alternate routes, up-country, roads/conditions, and various GOU offices/facilities, implementing partner offices and project sites.
• Excellent knowledge of defensive driving techniques to utilize in potential emergency situations, that could be targets of criminal or terrorist activities.
• Basic knowledge of first aid and auto mechanics.
• Ability to read manufacturers operating manuals and complete forms accurately and legibly.
• Must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated.
• Must be proficient in using the Internet and E-mail.
• Must be customer service oriented, showing excellent interpersonal skills and abilities to work as part of a team.
• Ability to organize, prioritize and follow through on work assignments.
• Excellent mechanical ability to identify vehicle malfunctions and perform minor repair and maintenance.
• Language Proficiency: Level III English is required.

 

How to Apply:

Eligible Offerors are required to complete and submit (Requirements (i) – (v) below are critical for compliance of the offer. Therefore, candidates MUST pay due attention to these):

• A complete DS-174 Employment Application for Locally Employed Staff or Family Member (https://eforms.state.gov/Forms/ds174.pdf; [click at this link for latest version]. Offerors are required to complete sections 1 through 6 (use additional pages, if needed).
• Cover letter (addressed to the USAID Supervisory Executive Officer) clearly indicating the position for which you are applying and describing how you meet the minimum requirements.
• Complete curriculum vitae/resume. In order to fully evaluate your application, the resume must include:
• Paid and non-paid experience, job title, dates held (month/year). Please specify unpaid or part time work. Any experience that does not include dates (month/year) will not be counted towards meeting the solicitation requirements. (NOTE: Resume and DS-174 work experience should match.)
• Specific duties performed that fully detail the level and complexity of the work.
• Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards, or accomplishments.
• Name and contact information (phone and email) of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
• Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation
• Copies of Academic Transcripts
• Offers should be in Adobe Acrobat (.pdf). No other file types will be accepted. All documents should be scanned into one (1) document (one (1) ATTACHMENT) which should not exceed 10MB.

 

Documents should be arranged and scanned in this order:

• DS-174
• Cover Letter
• Complete Curriculum vitae/resume
• Supplemental documents
• Academic Transcripts
• (vi) Submitted offers and documents become the property of USAID and will not be returned.

 

Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I at kampalausaidjobs@usaid.gov Incomplete or late applications will not be considered.

All qualified Offerors will be considered regardless of age, race, color, sex, creed, national or tribal origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization or other non-merit factor.

Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.

 

For this position, the subject line of the email MUST read:

 

SOL NUMBER TITLE OF POSITION, LAST, FIRST CANDIDATE NAME

 

SOL NUMBER TITLE OF POSITION, LAST, FIRST CANDIDATE NAME Ex: 72061723R10022, Administrative Assistant, Smith, Jose

 

Deadline: 2nd October 2023

 

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