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A’ Level USAID Embassy Jobs – Administrative Assistant (EXO) – United States Embassy (Salary 50m)

A’ Level USAID Embassy Jobs – Administrative Assistant (EXO) – United States Embassy (Salary 50m)

Job Title:    Administrative Assistant (EXO)

Organisation: United States US Embassy, US Mission in Uganda





Duty Station: USAID, Kampala, Uganda

Salary: UGX 50,500,012 – 73,751,394 per annum, equivalent to FSN-07

Position Number: Kampala-2020-038

Reports to: Deputy Mission Director and the Supervisory Executive Officer

About US Embassy:

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Natalie E. Brown 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:  USAID/Uganda is seeking for qualified individuals to fill the Administrative Assistant (EXO) position in the Executive Office (EXO), USAID/Uganda but seconded to the Front Office. The primary purpose of this position is to perform duties assigned by the Deputy Mission Director, perform special Front Office functions, serve as Roving Administrative Assistant/back up Administrative Assistant/Office Manager to USAID/Uganda offices and teams. The Roving Administrative Assistant reports to the Deputy Mission Director and when assigned to other offices, the day-to-day supervision will be from the appropriate Office Director.

Key Duties and Responsibilities:  

Deputy Mission Director’s Duties (30%)

  • Perform office management and administrative duties for the Deputy Mission Director by ensuring policies and practices are implemented which facilitate work. Plan, establish prioritize, organize and carry out administrative and clerical function including the preparation of drafts and finals for various documents such as cables, letters, memoranda, reports, tables, or other similar routine correspondence as requested.
  • Review documents submitted for the Deputy Mission Director’s signature to ensure that they are grammatically correct, free of spelling or typographic errors and adhere to format. Ensure changes, new procedures and decisions made by the Deputy Mission Director are communicated to the responsible office in a timely manner.
  • Maintain Deputy Mission Director’s calendar and schedule of appointments for meetings and conferences with Embassy staff, the Government of Uganda (GOU), officials of other donor agencies, implementing partners, other public and the private sector organizations. Ensure that priority meetings are scheduled, changes are made and communicated in time with all concerned, and that conflicting bookings are avoided at all times.
  • Set up meetings and track appointments to ensure enough time for the Deputy Mission Director to prepare for day-to-day activities and perform other priority work. Remind the Deputy Mission Director to ensure his/her promptness.
  • Control access to the Deputy Mission Director by screen telephone calls and visitors, refereeing to other offices, when based on considerable personal knowledge of the organization, objective and lines of communication. Keep track of calls to be returned and using judgment and initiative, place calls when appropriate and in a priority order.
  • Assemble correspondence, reports, briefers, and other pertinent background materials for the Deputy Mission Director use in speeches, presentations and conferences.
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Special Front Office Functions (30%)

  • Prepare invitations and ensure they are promptly dispatched with agendas or other related materials.
  • Prepare correspondence and documents of a non-technical or non-substantive nature as requested by the Mission Director. Research for background materials and data from offices and other staff.
  • Prepare requests for Motorpool transportation within and outside Kampala for the Front Office and visiting personnel as well as hotel reservations for visiting personnel.
  • On a recurring basis, order and always maintain an adequate stock of supplies, arranges orders for office use.
  • Maintain Front Office important information lists including guest lists, current telephone lists, implementing partners and activities lists, frequently us GOU, donor, POV/NGO and other contact for easy referral.
  • Coordinate representational functions.
  • Screen publications, directives, periodical and newspapers. Communicate this information to Front Office staff and maintain a file of correspondence and notes on significant events.

Roving Duties (40%)





  • Perform and coordinate a variety of secretarial, clerical, and administrative duties especially when the Front Office Administrative Assistant and other Office Managers are on vacation or sick leave and also during particular busy periods.
  • Using automation, draft or prepare in final varied documents, with a high standard of accuracy to reflect professionalism of the respective office and the Mission.
  • Maintain a system of working files for the Front Office as well as other offices when assigned.
  • Manage time and attendance and leave schedules for the Front Office as well as other offices when assigned.
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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 United States US Embassy Administrative Assistant (EXO) job opportunity should have completed secondary school (advanced level) is required. Certificate in administrative or business administration and other studies such as computer applications advantageous.
  • Three years of progressively responsible work experience in a position which provided an opportunity for on-the-job training in protocol and diplomatic customs matter.
  • A good knowledge of the GOU protocol guides, general etiquette and protocol source references and USAID general office practices, regulations on unclassified correspondence control and handling, and files management.
  • Good knowledge of the English grammar, spellings and punctuations, good sense of document formats and layouts as well as mail handling instructions.
  • Demonstrated knowledge of the USAID organizational functions, personnel and practices of the activities to which service is provided.
  • Minimum of level II typing ability.
  • Must be familiar with computer software such as Word, Excel, Power Point, etc.
  • Must be devoted to accuracy in overall work approach or willing to learn fast.
  • Must project professional, courteous, and client-oriented skills to successfully handle and facilitate both telephone and visitors to the office(s) and perform in a cross-cultural and interagency environment.
  • Language Proficiency: Level IV English ability (proficiency) written and oral communication skills is required.

How to Apply:

Eligible Offerors are required to complete and submit (Requirements (i) – (v) below are critical for compliance of the offer. Therefore, candidates MUST pay due attention to these):

  • A typed and hand signed (around Section 6 – Declaration) DS-174 Employment Application for Locally Employed Staff or Family Member (https://eforms.state.gov/Forms/ds174.pdf; Version Exp. 06/2022). Offerors are required to complete sections 1 through 6. (Make sure to use additional Work Experience pages (Section 4), if needed, to provide complete work history).
  • Cover letter (addressed to the USAID Supervisory Executive Officer) clearly indicating the position for which you are applying and describing how you meet the minimum requirements.
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Complete curriculum vitae/resume. In order to fully evaluate your application, the resume must include:

  • Paid and non-paid experience, job title, dates held (month/year). Please specify unpaid or part time work. Any experience that does not include dates (month/year) will not be counted towards meeting the solicitation requirements. (NOTE: Resume and DS-174 work experience should match.)
  • Specific duties performed that fully detail the level and complexity of the work.
  • Education and any other qualifications including job-related training courses, job-related skills, or job- related honors, awards or accomplishments.
  • Name and contact information (phone and email) of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
  • Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation.
  • Copies of Academic Transcripts.
  • Offers should be in a standard file type such as Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document which should not exceed 10MB.
  • Submitted offers and documents become the property of USAID and will not be returned.

Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact at KampalaHR@state.gov. Incomplete or late applications will not be considered.

 

Deadline: 26th December 2020

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