United States Embassy Admin Jobs – Political/Economic Management Assistant (Over 38,000 US Dollars)
Job Title: Political/Economic Management Assistant
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Salary: USD 38,468 – USD 56,492 Actual FS salary determined by Washington D.C.
Vacancy Announcement Number: Kampala-2018-022
Open To: U.S. Citizen Eligible Family Members (USEFMs) – All Agencies.
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 Political/Economic Management Assistant is a key member of the 13-person POL/ECON Section. The position’s direct supervisor is the Counselor for Political and Economic Affairs. The position is primarily responsible for supporting the POL/ECON Counselor and Deputy Counselor, but also assists the other officers in the section as requested and time permits. S/he performs a full range of office management, administrative, records, logistics and protocol duties. The incumbent backs up the Human Rights Officer on overseeing all Leahy vetting functions in his/her absence.
Key Duties and Responsibilities:
Office Management 70% Carries out a variety of administrative functions in support of the Section’s role and functions, as follows:
- Meetings: Manage all arrangements for scheduled meetings for Counselor and Deputy Counselor, including reserving rooms inside the Embassy, processing clearances, escorting participants, and providing refreshments, where appropriate.
- Representational events: Oversee representational events for Counselor and Deputy Counselor, including procurement of caterers and service staff, establishing guest lists, designing and sending invitations, and overseeing attendance. Incumbent will also oversee the representational budget, make payments where necessary, and deal with outside vendors.
- Personnel: Manage all personnel matters for the section – USDH, EFM, and LES – including time and attendance, performance reviews, and the submission and tracking of all section awards.
- Travel: Manage all section travel needs for domestic and international travel, including use of E2 travel system to support staff travel, help to resolve issues, and liaise with ICASS travel staff.
- Orientation: Oversee the introduction and orientation of new officers, EFM, and LES into the section, including orientation meetings, administrative requirements, information technology needs, security and other clearances, and other tasks as needed. Serves as point of contact for new staff members to ensure their housing needs are addressed promptly.
- Information Technology and Communications: Oversee section’s IT and communications systems to ensure that all cell phones, blackberries, scanners, landlines, printers, and computers systems are working properly. This involves developing good relations with the Embassy’s IT and communications staff so that our requests are prioritized appropriately.
- Property Management: Provide management support for Pol/Econ Section’s IT and Office Equipment through the entire life cycle, from requirements estimating, to replacement budgeting, procurement, inspection and receipt, inventory, and through to disposal. Ensure that annual budget for NXP is used in accordance with established ordering plans, and that goods are procured as budgeted and on schedule; reviews receiving and inspection reports; assures that disposal reports are prepared on time; oversees preparation and submission of inventory reports; and ensures that official inventory records are kept up-to-date with the latest property transactions.
- Procurement: Assist with the preparation of procurement requests, track the delivery, and ensure that it is properly received and inventoried.
- General: Organize and attend weekly Pol/Econ Section staff meetings and ensure that actions assigned during such meetings are carried out in a timely manner. Responsible for the preparation and maintenance of databases such as the Section’s contact and phone tree list.
- Correspondence: Draft diplomatic notes to request meetings, respond to Uganda government enquiries and other types of correspondence as required.
- Visitors: Manage the visits of more than 100 USG officials per year. The incumbent takes the lead in coordinating airport pick up, hotel reservations and communications, and processing country clearance requests. The incumbent also actively manages key logistical aspects of visitor’s itineraries when in country, including the use of motor pool, escorting within the Embassy, coordinating with other Embassy sections for meetings, and other duties, as required.
- Back-up for Front Office OMS: Serve as back-up for the OMSs performing duties up to his/her clearance level. Incumbent must therefore also be familiar with the practices, procedures and requirements of Front Office management, which are the most sophisticated and comprehensive requirements in the Mission at the OMS level.
Mission Leahy Vetting Coordinator 30%
- U.S.-sponsored training for Ugandan security officials is one of the Mission’s top priorities, allowing Uganda to play an important role in regional security efforts, as well as protecting American citizens and the U.S. Mission in Uganda.
- The incumbent oversees the Mission’s processing of over 10,000 Ugandan security officials for the Congressionally-mandated Leahy Vetting process. In so doing, the incumbent must effectively and efficiently coordinate all Mission Leahy Vetting reviews, procedures, and processes with the DAO/DATT,OSC, RSO and Consular Section to ensure they have done appropriate due diligence, provided necessary information on each candidate, including unit or other identifying information, and are meeting realistic deadlines. If deadlines have not been met for reasons out of U.S. Mission control, and the candidates are a priority, incumbent must solicit a waiver from Washington-based administrators for expedited processing.
- The incumbent must be able to identify candidates with potential human rights violations and report to the Deputy Counselor and nominating offices for clarification and appropriate handling, which requires much sensitivity. Incumbent must also develop a constructive relationship with Washington-based program managers in order to ensure the smooth running of the program, to successfully receive expedited reviews when necessary, and to enhance and sustain the perception of our Leahy Vetting programs at post.
- The incumbent must plan ahead to address surges in nominations, must look to actively refine and make more efficient Mission vetting processes, and train new personnel in the use of our processes as new employees join other sections. In addition to Leahy vetting, incumbent processes political vetting for Americans and foreign nationals who are to be employed by the U.S. Government, numbering in the hundreds per year. This requires him/her to vet names against the Leahy software program, in addition to internet researches.
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 Political/Economic Management Assistant job opportunity should have completed secondary School
- A minimum of three years of clerical, administrative, office support, event or travel management in an office setting 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:
- Download a completed and signed Universal Application for Employment as a Locally Employed Staff, Download it Here.
- Degree/ education transcripts
- DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
- SF-50 (if applicable)
- List of references
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: 18th May 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.
: List of Current Job Vacancies / Opportunities in Uganda