VACANCY ANNOUNCEMENT No. 2019 – 003
Administrative Assistant
Peace Corps is an international autonomous 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 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 an Administrative Assistant.
Position Title: Administrative Assistant (AA)
Announcement date: Tuesday April 9, 2019
Closing date: Tuesday April 23, 2019
Position type: Personal Services Contract. Local hire position
Reports (day to day) to: Deputy Director of Management and Operations (DDMO)
Location: Peace Corps Uganda (PCUG) Kampala Office, Uganda.
For more details about this job, and how to apply, please refer to the website https://www.peacecorps.gov/uganda/contracts/
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.
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.
To the extent Contractor is allowed to operate a US government owned, leased, or rented vehicle (GOV) to perform their job duties, the Contractor must operate that vehicle safely at all times and only operate it for official business purposes as defined in 31 USC 1334.
Contractor is encouraged to refrain from texting or from engaging in any behavior that distracts attention from driving safely at any time. Except in an emergency situation, Contractor shall not text message (i) when driving a GOV; (ii) when driving a privately-owned vehicle (POV) while on official government business; or (iii) while using electronic equipment supplied by the government while driving any vehicle (even during off-duty hours)
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 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 only Ms. Word formatted documents to include: a letter of interest (one page maximum), resume (three pages maximum), names and contact information for three references to ug-applications@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 Bonita_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) and also show proof of your academic credentials.
