VACANCY ANNOUNCEMENT No. 2020 – 002
Administrative Assistant
Announcement date: Monday March 16, 2020
Closing date: Monday March 30, 2020, 4:45pm
About Peace Corps in Uganda
Peace Corps is an international agency of the US Government with operations in over 60 countries. It operates in Uganda by the invitation of the Government of Uganda. Peace Corps Uganda has memoranda of understanding with government ministries that outline broad areas of agreement and cooperation regarding the development 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 Primary Literacy Education, Community Health, and Agribusiness. The Peace Corps program also aims to build cross-cultural understanding between Americans and Ugandans.
See https://www.peacecorps.gov/uganda for more details about Peace Corps Uganda.
For more details about this position, and how to apply, please refer to the website https://www.peacecorps.gov/uganda/contracts/
Title: Administrative Assistant (AA)
Reports directly to: Deputy Director of Management and Operations
Supervises: N/A
SOW Reviewed and Revised: March 5, 2020
Contract type: Personal Services Contract (PSC) / 40hrs/week
Location: Peace Corps Uganda (PCUG) Office, Kampala
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 greets visitors; notifies appropriate staff promptly and directs visitors and contractors accordingly.
- Professionally place calls, answer phones, record messages, and verify that messages have been received by staff and volunteers.
- Directs all 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.
- Manages storage for Volunteer and staff parcels and mail. Ensures that mail coming into and leaving the office is collected and delivered in a timely manner.
- Receives telephone bills and coordinates with the utility companies on unacceptable invoices.
- Distributes personal bills and keeps a log.
- Prepares bills of collection for staff, Volunteers and vendors and enters billing data in the Peace Corps financial system. Track payments made on such bills and attach copies of receipts as obtained.
- Assists the Voucher Examiner reconcile monthly payments between the Telephone companies and Peace Corps.
- Assist the FAs with updating VICA payroll with Volunteer allowances, bank information, and Volunteer Data status
- 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 Voucher Examiner/Travel Coordinator, and Photographer for PC events.
- Train newly hired staff on use of the various administrative forms.
- Places orders for Business Cards for eligible PSCs.
- Assists to make copies or scans of documents for Admin offices as requested by the DMO/ DDMO.
- As a Government purchase card holder – makes online purchases and performs monthly reconciliations of the Citibank statements and maintains a log of purchases and presents them to the approver.
- May be designated as a receiving officer. (Assigned by Country Directors, with the approval of their Regional Directors) Responsibilities as a receiving officer include accurate review of goods or services, their accompanying invoices, and the purchase order/contract to ensure that the specifications, quality, amounts, price, timeliness, etc. of the goods are consistent with the terms and conditions of the contract/purchase order after successful completion of the requisite training to perform receiving duties. (See MS 511, the Personal Property Management Handbook and OFMH 19)
HR duties 30% of time
- Serves as backup Post Time and Attendance Clerk. Collects bi-weekly staff timesheets, verifies for accuracy and submits for approval by the appropriate staff member/supervisor before filing accordingly.
- Serves as back up in reconciling of leave forms and timesheets for all staff and generates accurate PC-57 reports, on request, quarterly and/or at each fiscal closure and at end of PSC contracts.
- Assists HR Specialist, organize staff records; assist in electronic filing and records archiving 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 hires, TDYs and guests and updates the staff bios.
- Updates the Mission of all PC visitors, TDYs, new hires and departures.
- Organizes, coordinates and participates in orientation and induction of new hires. Assists with scheduling of orientation activities for new staff. Works with various departments to coordinate and make sure orientation for new staff happens and is closed as per schedule.
- Assists the HR Specialist to initiate and follow through security clearance processes with the Mission Regional Security office and track clearance status for both Long term and Short term contractors.
- Maintains an updated short term staff list of security certifications/re-certifications by keeping track of all the processes with the help of the PC Safety and Security Manager.
- Assist the HR Specialist to track staff anniversaries.
- Assist the HR Specialist to maintain the PC directory and updates the US Embassy with accurate copies.
Other duties 10% of time
- Prepares identification (ID) and emergency cards for PCVs and Short Term PSCs and ensures timely replacements in case of any losses reported.
- Process, enter / update Volunteer VISA and Work permit applications into the PC computer systems. Ensures that copies for all PCVs are on both electronic and physical file.
- 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.
- Holds the PCV whereabouts phone and maintains an updated log of information received.
- 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.
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 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 functions and 1 year performing HR functions in a fast paced environment. Previous experience working within a multicultural environment is required. Experience with 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.
Legally able to work in Uganda.
POSITION ELEMENTS
Supervision – 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 one (1) to twelve (12) months, with four (4) one (1) year option periods. The AA shall not work less than 40 hours per week. 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 3 Word formatted documents to ug-applications@peacecorps.gov
- A letter of interest (maximum 1 page),
- A resume (maximum 3 pages)
- Names and contact information for three references.
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 “APIO Michael_Admin Assistant” 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.
Peace Corps Uganda 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.
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).
