Training Secretary/Logistician (Short term) Job Vacancy in Uganda

About Peace Corps in Uganda

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 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.

See https://www.peacecorps.gov/uganda for more details about Peace Corps Uganda.

Peace Corps Uganda seeks to hire 3 Short Term Training Secretaries/Logisticians (on Call /Roster basis).

Position Title: Training Secretary/Logistician (Short term)

Announcement Date: Thursday March 23, 2017

Closing Date: Thursday April 6, 2017, 4:45 pm

Position Classification: Personal Services Contract / Short term. Local hire position

Position reports to: Training Manager

Location: Peace Corps Uganda (PCUG) Kampala Office and Training venues in and out of Kampala, within Uganda.

Position Summary:

The purpose of this position is to support the Training team to provide secretarial and logistical support to the Training Unit. Under the direct supervision of the Training Manager (TM), the Training Secretary / Logistician is a member of the core staff responsible for the administration, logistical support, coordination, and financial management of the Training unit. This is a multi-function position requiring a great degree of energy, flexibility, creativity and effectiveness in this position is essential to the efficient and effective implementation of the Peace Corps training program

Major duties:

Before- Preservice Training (PST)

Sets up training venue for Training of Trainers (TOT) workshop.
Sets up all Equipment to be used during TOT workshop.
Receives, Sorts and distributes incoming mail for Peace Corps Volunteer and staff at TOTs.
Liaises with Hotel for meal times and monitors and tallies with hotel for services utilized by Peace Corps guests.
Prepares TOT report and distributes to relevant units
Prepares Trainees Arrival Information Packet, Trainers PST Guides, and Trainers TOT files, Letters of training correspondence, TOT calendar and Files for Participants.
Prepares COTE for PST and ensures its distribution in time.

During PST

Handles all secretarial work of the training Section.
Maintains professional record keeping of electronic, hardcopies and back-up files of training materials.
Ensures safe handling and use of all office equipment.
Receives, sorts and distributes incoming mail for Trainees, PCVTs and staff and ensures postage of outgoing mail.
In charge of store for Trainees’ and Training property, safe keeping and distribution.
Maintains records of correspondences done during training.
Makes and arranges for photocopying and printing of teaching materials and ensures their delivery to the recipients in time.
Keeps regular correspondence with Peace Corps Kampala for updates and any incoming information.
Works together with the Training Assistant, Training & Programming Assistant, Program teams and Training Manager TM for efficient running of the Training program.
Sets up and operates training equipment (LCDs, videos, audios etc.)
Oversees transporting supplies, equipment, and other non-expendable items for training
Sets up a control system and storage areas for supplies and equipment and ensuring that all the equipment: Computers, Printers, Photocopy machines, Cameras, Modems etc. received from PC/U are safely handled and maintained in good condition
Prepares a weekly cash needs projections to send to the TM and Cashier for day to day running of training events
Sets up a checklist and system for disbursement of materials and payments
Disburses funds and maintains an accurate record of day to day expenditures throughout the Training program
Prepares and submits to the TM, weekly reports and cover sheets of all funds spent, with receipts attached in weekly basis.
Prepares and submits requests for payments for honorarium of resource persons and other required training activities
Sets up a travel plan for vehicle trips in coordination with TM and core staff members, providing this to the General Services Manager (GSM) and ensuring that the schedule is adhered to
Tracks contracts and expenses to ensure adherence and communicating non-compliance as soon as this is realized to the TM
Maintains a record of participants and visitors at the training site
Liaises with hotel management for reservation or cancellation of participants’ rooms in a timely manner and keeping records of the number of days spent
Documents training events by taking notes, photography, video as required and ensuring these are disseminated to staff
Supports tracking of PST hours, monitoring and evaluation functions
Plays an active role as a cross-cultural guide, language informant and safety and security advisor.

After PST:

Packs up office equipment for transfer to Peace Corps Kampala after PST.
Prepares PST Debrief and final PST report by soliciting inputs from various components and distributes to relevant units.
Conducts post PST inventory of all training materials and resources in storage and prepares inventory report.

Performs any other duties as assigned.

Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

Qualifications

Education

Bachelor’s degree in a field of study relevant for training and administration

Prior Work Experience

Experience of at least three years in secretarial, budgeting, administration and logistical management with relevant government agencies, not-for-profit organizations, or private businesses

Background in administration, logistics management and /or event planning

Cross cultural experience, Diversity and Inclusion. Prior experience working with Americans is an added advantage.

Language Proficiency: Excellent command of English, both spoken and written; native ability in spoken and written at least one Ugandan language;
Knowledge, skills and abilities

Must demonstrate knowledge/skill in use of MS Word and Excel, bookkeeping, budget management.

Excellent computer skills including Photo shop (or equivalent), PowerPoint and spreadsheet programs

Ability to work independently with little supervision;

Good organization and time management skills;

Willingness to take the initiative;

Excellent teamwork skills, strong service attitude; personal integrity; strong cross-cultural skills; strong interpersonal skills, strong interest in Uganda’s development; and ability to travel extensively.

Ability to work on a regular Monday through Friday schedule with occasional evening and weekend hours when necessary

Applicants must be legally able to work in Uganda

Position Elements

Supervision Received: Supervised by the Training Manager
Available Guidelines: 1) Peace Corps Manual, 2) Guidance from Supervisor
Post Entry Training: On the job
Exercise of Judgment: Broad exercise of judgment within the confines of job
Limits of Authority: Within confines of job responsibilities.
Nature, Level and Purpose of Contacts: Works closely with the Programming and Training team, Administration staff, the Volunteers and Service Providers.

How to apply

Only Electronic Submissions will be accepted.

Please submit a Word formatted letter of interest, resume, names and contact information for three references to applications@ug.peacecorps.gov .

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_TSL” for the Training Secretary / Logistician 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.

You will be contacted ONLY if you are deemed qualified. 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.