Administrative Assistant – Peace Corps 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.
Announcement Date: Wednesday April 12, 2017
Closing Date: Wednesday April 26, 2017 4:45 pm
Position Classification: Personal Services Contract, full time, 40 hours/week
Position reports to: Deputy Director of Management and Operations
Location: Peace Corps Uganda office, Kampala
This is a local hire position and applicants must be legally able to work in Uganda.
BASIC FUNCTION OF POSITION
This position works under the supervision of the Deputy Director of Management and Operations.
The Administrative Assistant (AA) provides 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 AA shall be expected to maintain files and calendar, make appointments, receive visitors, sort and circulate mail, cables, and other documents to appropriate PC staff. The AA will also draft and prepare routine correspondence, maintain efficient flow of information and observe strict confidentiality at all times.
DUTIES AND RESPONSIBILITIES
Reception and Administrative Duties 60% of time
- 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.
- Maintains bulletin board and staff whereabouts in the reception area.
- 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.
- 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.
- 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.
- 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% of time
- 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.
- In coordination with the HR Specialist, organizes staff records and electronic files for easy access and retrieval.
- Receives and logs applications for various vacancies and performs initial screening of applicant documentation.
- Assists with 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.
- Assists with 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.
- Working 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% of time
- 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.
- 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.
- Assists 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.
- Serves as one of two Records Liaisons for PC Uganda.
- 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.
Safety and Security of our volunteers is Peace Corps’ number one priority. All staff, including this position, has a role in the Volunteer and Trainee (V/T) safety support system. The contractor shall become familiar with Peace Corps Manual Section 270 (Volunteer/ Trainee Safety and Security) and the Emergency Action Plan at Peace Corps Uganda, including the role of this position in an emergency situation. Contractor shall become familiar with protocols for reporting and responding to safety and security incidents and report all safety and security concerns expressed by V/Ts to the Safety and Security Officer, and CD as soon as possible. When appropriate, the contractor shall support Safety and Security for V/Ts by assisting them to adopt culturally appropriate lifestyles and exercise judgment that promotes safety and reduces risk in their home, at work, and while traveling in Uganda.
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.
The Contractor is subject to worldwide availability and may be requested by the Peace Corps to be reassigned or transferred permanently to another Peace Corps Post/Headquarters or perform temporary duties (TDY) as required and to travel to other assignments within Peace Corps’ as assigned. Any such reassignment or transfer shall be subject to agreement of the Contractor. The Statement of Work as defined will remain the same; however the duties may be subject to change as determined by the Contracting Officer.
QUALIFICATIONS
- Education: Bachelor degree in Business Administration, Social Work, or related field. Additional training in HR required.
- Work experience: The candidate must have at least 2 years practical experience performing administrative and HR functions in a fast paced environment. Previous experience working with the US Government is highly desirable.
- Languages: English with excellent written and verbal communication skills.
- Skills and abilities: 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.
POSTION ELEMENTS
Supervision – Supervision by the DDMO. The AA has no supervisory duties.
Nature, Level, and Purpose of Contacts:
- PC/W and the regional staff provide guidance and assistance to accomplish the objectives of this contract. PC/W is also the source of a great deal of informational resources to support the activities of Peace Corps volunteers.
- Country staff and AA work collaboratively with all other Peace Corps Uganda staff to design and support Peace Corps activities in Uganda.
- The AA will work collaboratively with the Director of Management and Operations (DMO), General Services Manager (GSM), training staff, sector Program Managers, Peace Corps Medical Contractors, the Safety and Security Coordinator, and other Administrative staff on reimbursements requests by PCVs, staff and vendors.
- The AA will work collaboratively with local, regional and headquarters Peace Corps staff to effectively meet the Peace Corps’ world-wide strategic goals.
- The AA is in contact with most Peace Corps staff, Volunteers and Trainees in order to assist with some financial transactions.
- The AA is in contact with many vendors doing business with the Peace Corps in order to make payments, reservations, and collections as needed.
Logistics – Work will primarily be performed in an office setting at the Peace Corps office in Kampala, Uganda. Site visits and travel outside of the office may be required. Logistical support is largely provided by the Administrative Section at post, other posts in the region and by PC/W.
Time Required to Perform Duties: The AA is contracted for a base year of twelve (12) months, with four (4) one (1) year option periods. The AA shall not work less than 40 hours per week in office/classroom and conference settings. The AA is paid per day on a bi-weekly basis. Work days may vary in length according to the needs of the program, and may include holiday, weekend and evening work
Authority to Make Commitments:
The AA has no authority to make commitments of USG funds.
Time Required to Perform Full Range of Duties:
The time required for a qualified individual without experience in Peace Corps to perform fully and adequately duties of this position is 1year.
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 “Okodia Grace_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.
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.