Job opportunity for Administrative Assistant at United States US Embassy

Job Title:      Administrative Assistant
Organisation: United States Embassy, US Mission in Uganda
Duty Station:  USAID OFM Office, Kampala, Uganda
Salary Grade: FSN-7 (Ugshs. 31,957,213 to 46,237,204 p.a. inclusive of allowances).
Vacancy Number: 47/15
About US Embassy:
Welcome to the United States Embassy in Kampala, Uganda.  The United States has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Scott H. DeLisi 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
·         Peace Corps
Job Summary:  The USAID Administrative Assistant offers a full range ofadministrative assistance and management support (i.e. travel, procurement, personnel, information management, etc.) to the Controller, Deputy Controller and staff of OFM. He/she also manages the Controller’s calendar and phone calls, schedules and manages the Controller’s internal and external appointments and meetings; receives, reviews and routes to appropriate action officer all incoming correspondence and communications. In addition, the job holder processes travel requests, makes travel and hotel reservations, and requests country clearance for the Controller and other OFM staff; and maintains OFM’s sensitive (administrative) files. As the Records Management Officer for the OFM Team, the Administrative Assistant is also responsible for maintaining, storing, and disposing official OFM records, files, documents, etc. He/she maintains control over all accounts receivables; issues bills for collection, follow-up on outstanding bills and maintains a database. The incumbent is OFM’s first point of contact with USAID/Uganda, embassy staff and other OFM clients, including USAID/Washington, RIG/Pretoria, Government of Uganda staff; USAID Implementing Partners, Development Partners, Private sector entities, vendors, etc.
Key Duties and Responsibilities:
·         Technically supports OFM Office Director (Controller), and Deputy Controller in strategic planning to establish, maintain and improve processes, procedures and systems to ensure the effective and efficient overall operation of OFM.
·         Serves as first point of contact with external entities for all issues related to Controller and OFM office operations including payment services, communications, circulation of documents, management of timesheets and annual leave requests, etc. Independently responds to various requests or directs communication to proper action officer.
·         Manages the Controller’s phone calls, schedules his /her appointments, and maintains his/her calendar. Arranges meetings and conferences with Mission and host government officials, embassy and other US government officials, donor agencies, contractor and other public and private sector organizations.
·         Receives, reviews and routes to appropriate action officer all incoming correspondence and communications. Tracks and follows up to ensure timely responses. Reviews documents submitted to the Controller forsignature for accuracy and adherence to required formats; reviews, edits and controls the quality of outgoing correspondence and other documents.
·         In charge of arranging in-country, regional and international travel for the Controller and other OFM staff. Processes travel requests, makes travel and hotel reservations, requests country clearance, and prepares visa application materials. Assists with all logistical arrangements for site visits out to the field for OFM staff and TDYers; as well as setting up all the initial materials, schedules, in-briefings for TDYers and new staff.
·         Keenly prepares formal OFM memos and letters; disseminates documents, and assists in the maintenance of OFM files; creates and disseminates quarterly reports on OFM activities and other briefing materials. Develops and supervises the use of OFM electronic database and files on the shared OFM directory; develops and maintains correspondence/document models and templates for OFM operations.
·         Manages bills for collection (BFC) requiring issuance and tracking of bill numbers for all Mission staff utilizing Mission’s cellphones and any other item that requires billing; ensuring that bills are promptly issued and follow-up to minimize number of past due bills for collection (i.e. composing reminders for outstanding bills to employees, contractors, grantees, invitational travelers e.t.c.) Ensuring that billing discrepancies and problems with individual employees are resolved.
·         Compiles and sends bi-weekly Time and Attendance reports for USAID/Uganda Locally Employed Staff using State Dept. Time and Attendance system. Maintains OFM staff time and attendance records and leave schedules and files for USDH, USPSC and FSN staff.
·         Responsible for creating, maintaining, storing, and disposing official OFM records, files, documents, etc. Serves as the Records Management Officer for the OFM Team, per Mission guidance, including establishing a records management system in the office, organizing files, identifying active and inactive records and historical documents, and giving guidance to technical team CORs/AORs on records management.
·         Organizes and manages OFM office retreats and other large off-site meetings. Coordinates office meetings, prepare minutes and follow up on implementation of assigned action. Develops and maintains a coordinated work schedule for the entire OFM Team; arranges meetings, responds to meeting requests, and helps to keep the team aware of upcoming Mission and external events. Organizes and prepares the agenda for all OFM team meetings.
·         Proactively communicates and assists with operationalizing policies and procedures published in OFM notices. Provides office in-house guidance on various computer applications, including housekeeping operations and collaborates with the Systems Manager in resolving computer user problems. Serves as resource to OFM technical staff concerning administrative, computer software packages, filing documentation procedures.
·         Perform any other duties as assigned, including but not limited to: Preparing travel advance requests and arranging liquidation after the trip for locally employed staff (LES); preparing bank comfort letters (i.e. employment status and earnings) for LES; periodically logging invoices, payment and travel vouchers in Phoenix; preparing e-General Receipts; assisting payroll manager prepare salary advance cables; etc.
Qualifications, Skills and Experience:
NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
·         The ideal candidate for the USAID US Embassy AdministrativeAssistant career opportunity should hold a bachelor’s degree from an accredited educational institution authorized to grant baccalaureate degrees in business-related courses in any of the following fields: accounting, business, finance, law, purchasing, economics, industrial management, marketing, quantitative methods, organization and management, or public administration.
·         Additional certification in Secretarial studies, office management, or related area is highly desirable.
·         A minimum of four or more years of progressively responsible experience in secretarial administration or office management, including records and correspondence management, is required.
·         Past experience in writing reports and official letters is required.
·         Excellent knowledge of computer applications including a demonstrated proficiency in using various software applications (Windows, MS Word,PowerPoint, Excel and Access) and office equipment.
·         Good working knowledge of filing systems and records management. Excellent knowledge of English grammar and spelling, punctuation, paragraph and sentence structure is required. A basic understanding of the theory and practice of accounting, budgeting, and financial management is desired. Also desired is a general familiarity with U.S. Government travel, time      and attendance and financial management principles and concepts.
·         The incumbent must have demonstrable analytical and decision-making skills.
·         Possess strong organizational skills with ability to prioritize assigned tasks; able to organize a large and varied workload in an efficient and timely fashion, and develop procedures for the successful implementation of work assignments.
·         The applicant must also be a dynamic self-starter able to follow through on work assignments and with ability to work effectively under pressure with minimum supervision.
·         The incumbent must possess excellent interpersonal skills to work effectively as a team member in a culturally diverse team environment.
·         Possess good time management skills, in addition to strong proofreading skills and attention to detail are necessary.
·         The job holder must possess tact and diplomacy to work as a team member and to interact with staff, internal and external contacts, and to have the flexibility to adapt to changing priorities.
·         Excellent oral/written communication skills are required. Due to the level of responsibility that accompanies this position, integrity, honesty, discretion, sound judgment, and strict attention to detail are critical attributes required of the incumbent.
·         Language Proficiency: Level IV English ability (fluent) is required
How to Apply for the job:
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
·         Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174) Download it Here.
·         A current resume or curriculum vitae.
·         Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
·         Any other documentation (e.g. essays, transcripts/certificates, awards) that addresses the qualification requirements of the position as listed above.
Submit Application To:
Human Resources Office
By email at
NB: Only electronic submissions will be accepted and only shortlisted candidates will be contacted.
Please clearly indicate the position applied for in the subject area of the email submission.
Please use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in one file attachment.
Telephone:  0414-306001/259-791/5
Deadline: 12th July 2015
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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