Job Opportunities At United States US Embassy, US Mission in Uganda-Administrative Management Assistant (Salary 63 millions)

About US Embassy:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Deborah R. Malac 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 Administrative Management Assistant serves on the USAID/Uganda Executive Office (EXO) team and reports to the Supervisory Executive Officer. The incumbent is responsible for executing a full range of travel, human resources and administrative duties on behalf of the Executive Office. S/he serves as the Mission point of contact and subject matter expert for all travel-related matters. In addition, s/he conducts a variety of personnel actions in support of the human resources function. The incumbent also handles all administrative requirements of the Executive Office.

Key Duties and Responsibilities:

Travel Management (35%)

· Coordinate travel-related logistics for Mission personnel, ensuring that the fare basis, routing and itineraries are compliant with travel regulations and use the most direct and cost effective routes.

· Serve as the Mission’s in-house expert for E2, USAID’s travel management application.

· Prepare travel authorizations for all Mission domestic and international travel, such as departure, reassignment, transfer, emergency, or medical evacuation.

· Provide information on entry and departure requirements, such as visas and medical requirements.

· Assists the Mission in the coordination of travel and logistics arrangements for official visitors, temporary duty (TDY) visitors and other guests to the Mission.

· Issue and route electronic country clearances (eCC) and other access requests for TDY visitors and guests to the Mission.

· Serve as the Mission liaison with a variety of internal and external contacts related to Mission travel, such as the Embassy travel office, USAID/Washington, and travel industry contacts.

· Confirm itineraries, coordinate updates to travel plans, and serve as the focal point for resolving Mission travel issues.

· Compose travel related correspondence and documents, such as invitation letters or cables.

· Maintain trackers and data related to domestic and international travel; compiles reports of travel data as requested.

· Maintain office files related to Mission travel.

· Advise the Mission staff on policies and procedures regarding official travel, USG travel regulations, airline regulations, host government rules and practices.

Human Resources (45%)

· Support the administration of Agency and Embassy award and recognition programs. Collect and process award nominations, maintain award rosters, and coordinate with the Office of Financial Management on payment for monetary awards.

· Process incoming and outgoing employees, including arrival/departure cables, Mission notices, and check-in/check-out forms and procedures.

· Maintain the Mission’s staffing pattern, ensuring completeness and accuracy.

· Support Mission recruitment activities, including screening applications, coordinating interviews, administering testing, and processing selected candidates.

· Compose human resources related correspondence, documents and reports.

· Maintain various personnel files, trackers and databases.

· Provide guidance to staff on human resources policies and procedures.

Administrative (20%)

· Coordinate day-to-day administrative operations on behalf of the EXO team, including scheduling, logistics, supply, and maintenance requests.

· Provide administrative and coordination support for special events, including partners meetings, training sessions and other external meetings. Provide logistics support during events held both at the Mission and off-site.

· Prepare routine correspondence and non-technical documents, such as letters, memoranda, cables, country clearances, and requisitions.

· Maintain various office lists, trackers and databases, such as the Mission phone list and the TDY tracker.

· Maintain and update filing system for the office. Retrieves information from files when needed.

· Ensure that EXO staff and supervisors properly submit timekeeping data.

· Provide administrative coordination between the EXO team and the broader Mission.

· Provide back-up support to the Front Office, as necessary.

· Occasionally travel regionally to provide field support to technical teams during site visits.

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 US Embassy Administrative Management Assistant job opportunity should hold a bachelor’s degree or the host-country equivalent in a relevant field, such as administration, business, management, human resources, or other related field is required.

· At least three years of progressively responsible work experience in a travel, human resources or administration related field is required.

· The incumbent must possess strong knowledge of standard office procedures and practices. Working knowledge of practices and local laws pertaining to travel and/or human resources. General understanding of the nature and goals of USAID and/or foreign assistance programming. Skills and Abilities:

· Must possess strong interpersonal skills, including the ability to work successfully as part of a team.

· Ability to work independently to organize and execute a variety of activities simultaneously.

· Must have strong communication skills, both orally and in writing.

· A high degree of tact, diplomacy, confidentiality and initiative for effectiveness is required.

· Ability to work successfully under pressure and within difficult time constraints.

· Competence in using various computer software applications including Microsoft Office programs, database programs, and web-based programs.

· Language Proficiency: Level IV (fluent) spoken and written English language proficiency is required.

How to Apply:

All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:

· A signed DS-174 Employment Application for Locally Employed Staff or Family Member, Download It Here

· Cover letter clearly indicating the position for which you are applying and describing how you meet the minimum requirements

· A Curriculum Vitae/Resume

· Copies of Academic Transcripts

· Names, contact numbers, and e-mail addresses of three (3) professional references. At least one of the references must be a prior or current direct supervisor.

Submit Application To:

Human Resources Office

By email at KampalaHR@state.gov

NB: Your application will be reviewed if you have fulfilled all the requirements including submission of standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple Attachments) and should not exceed 10MB. Please clearly indicate the position number and title you are applying for on the DS-174 form.

Deadline: 27^th July 2018

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.