Jobs – Administrative Assistant at United States Embassy USAID

Organisation: United States Embassy, US Mission in Uganda
Vacancy Number: 097/2013
Duty Station: USAID, FO OFFICE, Uganda
Salary Grade: FSN-7 (Ugshs28,606,023 to 41,210,417 p.a.. inclusive of allowances).
Job Summary: The primary purpose of this position is to perform duties assigned by the Deputy Mission Director, perform special Front Office functions, serve as Roving Secretary/back up Secretary/Office Manager to USA.
For a full job description, please visit the link below with all duties and responsibilities on http://kampala.usembassy.gov/job_opportunites.html
Key Duties and Responsibilities:
1.  Deputy Mission Director’s Duties 30%
  • Perform office management and administrative duties for the Deputy Mission Director by ensuring policies and practices are implemented which facilitate work.
  • Plan, establish prioritize, organize and carry out administrative and clerical function including the preparation of drafts and finals for various documents such as cables, letters, memoranda, reports, tables, or other similar routine correspondence as requested.
  • Review documents submitted for the Deputy Mission Director’s signature to ensure that they are grammatically correct, free of spelling or typographic errors and adhere to format.
  • Ensure changes, new procedures and decisions made by the Deputy Mission Director are communicated to the responsible office in a timely manner.
  • Maintain Deputy Mission Director’s calendar and schedule of appointments for meetings and conferences with Embassy staff, the Government of Uganda, officials of other donor agencies, implementing partners,other public and the private sector organizations.
  • Ensure that priority meetings are scheduled, changes are made and communicated in time with all concerned, and that conflicting bookings are avoided at all times.
  • Set up meetings and track appointments to ensure enough time for the Deputy Mission Director to prepare for day-to-day activities and perform other priority work.
  • Remind the Deputy Mission Director to ensure his/her promptness.
  • Control access to the Deputy Mission Director by screen telephone calls and visitors, refereeing to other offices, when based on considerable personal knowledge of the organization, objective and lines of communication. Keep track of calls to be returned and using judgment and initiative, place calls when appropriate and in a priority order.
  • Assemble correspondence, reports, briefers, and other pertinent background materials for the Deputy Mission Director use in speeches, presentations and conferences.
2. Special Front Office Functions 30%
  • Prepare invitations and ensure they are promptly dispatched with agendas or other related materials.
  • Prepare correspondence and documents of a non-technical or non-substantive nature as requested by the Mission Director.
  • Research for background materials and data from offices and other staff.
  • Prepare requests for Motorpool transportation within and outside Kampala for the Front Office and visiting personnel as well as hotel reservations for visiting personnel.
  • On a recurring basis, order and maintain an adequate stock of supplies at all times, arranges orders for office use.
  • Maintain Front Office important information lists including guest lists, current telephone lists, implementing partners and activities lists, frequently us GOU, donor, POV/NGO and other contact for easy referral.
  • Coordinate representational functions.
  • Screen publications, directives, periodical and newspapers.
  • Communicate this information to Front Office staff and maintain a file of correspondence and notes on significant events.
3. Roving Secretary Duties 40%
  • Perform and coordinate a variety of secretarial, clerical, and administrative duties especially when the Front Office Administrative Assistant and other Office Managers are on vacation or sick leave and also during particular busy periods.
  • Using automation, draft or prepare in final varied documents, with a high standard of accuracy to reflect professionalism of the respective office and the Mission.
  • Maintain a system of working files for the Front Office as well as other offices when assigned.
  • Manage time and attendance and leave schedules for the Front Office as well as other offices when assigned.
Qualifications, Skills and Experience:
NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
  • The applicant should have completed secondary school. Training in Secretarial or business administration and other studies leading to a certificate in computer applications advantageous.
  • Three years of progressively responsible work experience in a position which provided an opportunity for on-the-job training in protocol and diplomatic customs matter.
  • On the job training in USAID procedures and regulations i.e. ADSes and automated word processing systems.
  • Other training in computers software programs as available.
  • Level IV ability (proficiency) written and oral communication skills is required.
  • A good knowledge of the GOU protocol guides, general etiquette and protocol source references and USAID general secretarial and office practices, regulations on unclassified correspondence control and handling and files management.
  • Good knowledge of the English grammar, spellings and punctuations, good sense of document formats and layouts as well as mail handling instructions.
  • Must have knowledge of the USAID organizational functions, personnel and practices of the activities to which service is provided.
  • A minimum of level II typing ability.
  • Must be familiar with computer software such as Word, Excel, Power Point, etc.
  • Must be devoted to accuracy in overall work approach or willing to learn fast.
  • Must project professional, courteous, and client oriented skills to successfully handle and facilitate both telephone and visitors to the office(s) and perform in a cross-cultural and interagency environment.

How to Apply:

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 [email protected]
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: 3rd December 2013

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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