Job Title: Administrative Assistant
Organization: U.S. Peace Corps
Duty Station: Kampala, Uganda
Report to: Deputy Director of Management and Operations
Vacancy Announcement No.: 2017-006
About Peace Corps:
The U.S. Peace Corps is an international autonomous agency of the US Government with operations in over 65 countries. It operates in Uganda by the invitation of the Government of Uganda. Peace Corps Uganda has a memorandum of understanding with government ministries that outline broad areas of agreement of cooperation regarding the work of Peace Corps Volunteers in Uganda. Volunteers are assigned to government and non-government agencies and organizations, community based organizations, universities, colleges and schools who partner to enable Volunteers to provide capacity building in Education, Health and Community Agribusiness. Peace Corps also aims to build cultural understanding between Americans and Ugandans.
Job Summary: The Administrative Assistant will support the US Peace Corps through the provision of 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. The incumbent will be expected to maintain files and calendar, make appointments, receive visitors, sort and circulate mail, cables, and other documents to appropriate PC staff. The Administrative Assistant will also draft and prepare routine correspondence, maintain efficient flow of information and observe strict confidentiality at all times.
Key Duties and Responsibilities:
Reception and Administrative Duties: 60%
- Professionally places calls, answers phones, records messages, and verifies that messages have been received by staff and volunteers.
- Professionally greets visitors; notifies appropriate staff promptly and directs visitors and contractors accordingly.
- Directs queries regarding Peace Corps to the appropriate staff member.
- Keeps the reception area quiet, professional, clean, and organized.
- 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.
- Maintains bulletin board and staff whereabouts in the reception area.
- Regularly updates telephone directory database for staff and Volunteers.
- Acts as a receiving official for all packages and supplies that are delivered to Peace Corps offices.
- The Administrative Assistant also manages storage for Volunteer and staff parcels and mail. Sends out diplomatic pouch and ensures that mail coming into and leaving the office is collected and delivered in a timely manner.
- Receives telephone bills, verifies for payment and distributes personal bills. Prepares bills of collection for staff and vendors. Working with Financial Assistants (FAs), tracks payments made on such bills and attaches copies of receipts as obtained. Enters billing data in the Peace Corps financial system.
- In a timely manner, reconciles monthly payments between the Telephone companies and Peace Corps.
- The incumbent 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 Travel Coordinator, Medical Secretary and Photographer for PC events.
HR Duties: 30 %
- Serves as Post Time and Attendance Clerk. Collects bi-weekly staff timesheets, verifies for accuracy and submits for approval by the appropriate staff member before filing accordingly.
- Maintains and reconciles leave forms and timesheets for all staff and generates accurate PC-57 reports quarterly and/or at each fiscal closure and at end of PSC contracts.
- Work in liaison with the HR Specialist to organize staff records and electronic files for easy access and retrieval.
- Receives and logs applications for various vacancies and performs initial screening of applicant documentation.
- Provides support in the scheduling, preparation and coordination of interviews.
- Prepares welcome packets for all new staff.
- Regularly updates the Mission of all PC visitors, TDYs, new hires and departures.
- Organizes, performs and coordinates orientation and induction of new hires.
- Provides support in scheduling of orientation activities for new staff. Work with various departments to coordinate and make sure orientation for new staff happens as per schedule.
- Per set procedures, assists initiate and follow through security clearance processes with the Mission Regional Security office and tracks status clearances for both Long term and Short term contractors.
- Maintains an updated staff list of security certifications/re-certifications by keeping track of all the processes with the help of the PC Safety and Security Manager.
- Work in liaison with the HRS, tracks anniversaries such as Enter-on-Duty dates for all Personal Services Contractors.
- Assists coordinate the release of all PSC contracts including Short term and Long term contracts.
Other Duties: 10%
- Prepares identification (ID) and emergency cards for PCVs and Short Term PSCs and ensure timely replacements in case of any losses reported.
- Prepares Business Cards for eligible PSCs.
- The jobholder also prepares packets for Early Termination (ET), Close of Service (COS), Description of Service (DOS), After Corps for Volunteers and enter accurate COS/ET data in PC Uganda computer systems.
- Serves as one of two Records Liaisons for PC Uganda.
- Supports GSO (General Services Office) to enter / update Volunteer VISA and Work permit information into the PC computer systems.
- 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.
- Mentors and trains newly hired staff on policies and use of administrative forms.
- 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, Skills and Experience:
- The ideal candidate for the Unites States Peace Corps Administrative Assistant job opportunity must hold a Bachelor’s degree in Business Administration, Social Work, or related field. Additional training in HR required.
- At least two years of practical experience performing administrative and HR functions in a fast paced environment. Previous experience working with the US Government is highly desirable.
- 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.
- Languages: English with excellent written and verbal communication skills.
How to Apply:
All suitably qualified and interested candidates are encouraged to send their electronic applications with a Word formatted letter of interest, resume, names and contact information for three references to [email protected]
Please clearly indicate your name and the position applied for on the subject line of the cover email as well as on all the attachments: For example “Katungu Jackson_AA” for the Administrative Assistant Position. Do not write any other words in the subject line of your mail. Submitted documents become the property of the Peace Corps and will not be returned.
NB: If called for an interview, you will be expected to bring a reference letter from your area Local Council (LC1) as well as your academic credentials.
Deadline: 26th April 2017 by 4:45pm