U.S. Embassy Kampala Administrative Assistant Jobs in Uganda

U.S. Embassy Kampala Administrative Assistant Jobs in Uganda


Basic Function of the Position

  • This position works under the supervision of the Deputy Director of Management and Operations.

  • The Administrative Assistant (AA) provides administrative and logistical support for the Peace Corps (PC) office in Kampala, Uganda.

  • Work will be assigned by the Deputy Director of Management and Operations (DDMO) and will include but not be limited to reception, administration and human resource tasks as assigned.

    Duties and Responsibilities

    Reception and Administrative Duties 60% of time

  • Professionally greets visitors; notifies appropriate staff promptly and directs visitors and contractors accordingly.
    '
  • Professionally place calls, answer phones, record messages, and verify that messages have been received by staff and volunteers.

  • Directs all queries regarding Peace Corps to the appropriate staff member.

  • Keeps the reception area quiet, professional, clean, and organized.

  • Maintains bulletin board and staff whereabouts in the reception area.

  • Coordinates with courier service providers (FEDEX, DHL) to ensure that all mail and parcels are picked on time and arrive at the PC Headquarters, regional offices and other destinations. Dispatches, receives and logs registered mail (Fedex, DHL, and official mail).

  • Coordinates the dispatch of all mail, parcels and supplies that are delivered to Peace Corps.

  • Regularly updates telephone directory database for staff and Volunteers.

  • Manages storage for Volunteer and staff parcels and mail. Ensures that mail coming into and leaving the office is collected and delivered in a timely manner.

  • Receives telephone bills and coordinates with the utility companies on unacceptable invoices.

  • Distributes personal bills and keeps a log.
    Prepares bills of collection for staff, Volunteers and vendors and enters billing data in the Peace Corps financial system. Track payments made on such bills and attach copies of receipts as obtained.

  • Assists the Voucher Examiner reconcile monthly payments between the Telephone companies and Peace Corps.

  • Assist the FAs with updating VICA payroll with Volunteer allowances, bank information, and Volunteer Data status

  • Prepares information packets for guests and consultants.

  • Coordinates the Admin team meetings, and other activities, takes notes and tracks agreed upon actions.

  • Maintains a calendar of Admin staff leave.
    Serves as Back up for specified roles of the Voucher Examiner/Travel Coordinator, and Photographer for PC events.

  • Train newly hired staff on use of the various administrative forms.

  • Places orders for Business Cards for eligible PSCs.

    HR duties
    30% of time

  • Serves as backup Post Time and Attendance Clerk.

  • Collects bi-weekly staff timesheets, verifies for accuracy and submits for approval by the appropriate staff member/supervisor before filing accordingly.

  • Serves as back up in reconciling of leave forms and timesheets for all staff and generates accurate PC-57 reports, on request, quarterly and/or at each fiscal closure and at end of PSC contracts.

  • Assists HR Specialist, organize staff records; assist in electronic
    filing and records archiving for easy access and retrieval.

  • Receives and logs applications for various vacancies and performs initial screening of applicant documentation.

  • Assists with the scheduling, preparation and coordination of interviews.

  • Prepares welcome packets for all new hires, TDYs and guests and updates the staff bios.
    Updates the Mission of all PC visitors, TDYs, new hires and departures.

    Other duties
    10% of time

  • Prepares identification (ID) and emergency cards for PCVs and Short Term PSCs and ensures timely replacements in case of any losses reported.

  • Process, enter / update Volunteer VISA and Work permit applications into the PC computer systems.

  • Ensures that copies for all PCVs are on both electronic and physical file.

  • On quarterly basis, reconciles the recorded inventory in the medical office.

  • Prepares an annual report addressing all controlled substances, specially designated items to be conducted and submitted to OHS.

  • Assists in organizing PC Uganda receptions and other events.

  • Serves as one of two Records Liaisons for PC Uganda.

  • Holds the PCV whereabouts phone and maintains an updated log of information received.

  • Performs other duties as may be assigned by the DMO or the DDMO and which do not conflict with primary duties and responsibilities as outlined above

    Qualifications

    Education

  • Bachelor degree in Business Administration, Social Work, or related field. Additional training in HR required.

    Work experience

  • The candidate must have at least 2 years practical experience performing administrative functions and 1 year performing HR functions in a fast paced environment.

  • Previous experience working within a multicultural environment is required.

  • Experience with US Government is highly desirable.

    Languages

  • English with excellent written and verbal communication skills.

    Skills and abilities

  • Excellent computer skills.

  • Knowledge of Microsoft Office, financial software and internet is a must.

  • Excellent organizational and interpersonal skills.

  • The person must feel comfortable working collaboratively with colleagues from multicultural backgrounds and must demonstrate a positive service attitude.

  • Legally able to work in Uganda

    Authority to Make Commitments

  • The AA has no authority to make commitments of USG funds.

  • Time Required to Perform Full Range of
    Duties

  • The time required for a qualified individual without experience in Peace Corps to perform fully and adequately duties of this position is 1year.

    How to Apply

    For more information and job application details, see; U.S. Embassy Kampala Administrative Assistant Jobs in Uganda

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