VACANCY ANNOUNCEMENT No. 2021 – 001
Open to: US Mission Employees
General Services Manager
Announcement date: Friday February 26, 2021
Closing date: Friday March 12, 2021, 4:45pm
PSC Position Title
General Services Manager
Director of Management and Operations (DMO)
General Services Assistant, Drivers, Mechanic, Janitors and Gardener
SOW Review date
February 25, 2021
At a minimum, the successful candidate’s CV must demonstrate the following:
- Education/Certification: Certificate in Business Administration, Procurement, Social Sciences
- Experience: A minimum of 8 years providing leadership with logistics and scheduling, supply management systems, inventory systems, property management, fleet management and mechanical systems at Peace Corps or at a comparable International Organization. Experience working in a cross-cultural environment.
- Proficiency in oral and written English and at least one native Ugandan language.
- Knowledge of MS Office computer applications (Word, Excel, Outlook) and basic knowledge of financial and inventory applications
- Ability to work regular hours from Monday through Friday with occasional evenings and weekends when necessary.
- Possession of a valid local driver’s license with Classes B,C
- Education: Diploma in Business Administration, Procurement, Social Sciences.
- Experience: 10yrs years providing leadership with logistics and scheduling, supply management, inventory systems, property management, demonstrated increasing areas of responsibility in oversight and personnel management at Peace Corps or at a comparable International organization. Previous supervisory leadership of a group of 10 or more people and experience with performance management.
- Ability to work and related effectively with diplomacy and tact with a diverse group of staff, businesspeople, property owners and vendors.
- Knowledge of electronic vehicle management information systems and inventory management systems such as Sunflower.
- Possession of a valid Driver’s License Classes DL and DM.
The U.S. Peace Corps is an agency of the United States Government, which sends American volunteer development workers to assist in capacity building and technical assistance activities in over 70 countries worldwide. It operates in Uganda by the invitation of the Government of Uganda and has a 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-governmental agencies and organizations, community based organizations, colleges and schools who in partnership enable Volunteers to provide capacity building in Education, Health; Agribusiness and Community Economic Development. Peace Corps also aims to build cultural understanding between Americans and Ugandans. Peace Corps Uganda is located at 48 Malcolm X Avenue, Kololo, and Kampala. Our Post office box numbers are 29348 or 7007 Kampala, Uganda. Please see https://www.peacecorps.gov/uganda for more details about Peace Corps Uganda.
The work of a Peace Corps Personal Services Contractor (PSC) does not limit itself to the role: active support of the Peace Corps mission is paramount to the job because contractors are representatives of Peace Corps in the country.
Objective of the Position
The General Services Manager is responsible for the Peace Corps logistical and support operations at post including real property management, personal property management, fleet management, supply management, and procurement assistance.
The General Services Manager is designated with limited supervisory functions over the General Services Unit (General Services Assistant, Drivers, mechanic, Janitors, and Gardener). His primary supervisory duties will consist of providing leadership, oversight, and direction to the General Services Unit, assigning daily tasks, setting work priorities, drafting and delivering performance reviews, and monitoring related time, attendance and leave. The General Services Manager is a designated Drive Cam coach for Peace Corps and responsible for enforcing all Drive Cam regulations including disciplinary actions.
Tasks & Deliverables
Overall General Services Management
- Develop Standard Operating Procedures for post’s General Services Office (GSO) operations. Ensure that GSO operations are in compliance with Peace Corps policy and Department of State policy where applicable.
- Prepare or oversee preparation of various periodic reports such as VMIS, Sunflower, Vehicle Fleet Plan, etc in conjunction with the General Services Assistant.
- Participate in the budget and logistical planning to support post’s annual operations, the pre-service trainings and real property management.
- Manage a weekly GSO Task List and ensure tasks are completed on time.
- Work in conjunction with the Budget team to assign proper fiscal coding to GS unit MPFs following all the standard contracting and invoicing procedures.
Real Property Management (25%)
- Work with the DMO or assigned Contracting Officer to select and evaluate real property for leases for the main office, regional offices, and USDH staff residences. Assist in managing the leases, and lease renewals.
- Work with landlords on issues of access, safety, security, utilities, maintenance and repair, and payment processing.
- Ensure all generators have fuel at all times and are serviced regularly in conjunction with the Driver/Mechanic.
- Review and approve all generator logs from Kampala and regional offices.
- As requested by DMO, engage and oversee contractors doing maintenance on PC office and residences.
- Oversee work of gardener and cleaners ensuring that garbage is removed from the office on a weekly basis and that the office appearance is clean and professional.
- Ensure that spare keys to all offices are clearly labeled and located in a secure location where Duty Officer and DMO can access them in an emergency.
- Ensure that office and residences meet standard safety and security requirements and have operational safety equipment (burglar alarms, fire alarms, fire extinguishers, safety lights, burglar bars, etc.).
- Inspect office and residences twice a year (January and July) to identify maintenance and security needs, and oversee management of these buildings.
- In conjunction with Safety and Security staff, conduct regular emergency drills.
- Oversee the maintenance /repair of office equipment (photocopiers, printers, paper shredders, etc.).
- Develop and inventory tracking system for expendable supplies, vehicle supplies, residential and office property. Assist Training Manager to develop inventory tracking system for PST and PCV supplies.
- Regularly verify correctness of inventories with designated inventory managers (Administrative Assistant for office, residential and PST property, receptionist for expendable supplies, training logistician for PST supplies, mechanic for vehicle spare parts and tools).
- Deliver and collect messages and parcels. Make purchases as requested. Transport passengers and cargo.
Personal Property Management (15%):
- Oversee the recording, sighting and recording of all assets into Sunflower inventory system.
- Coordinate the storage and movement of all Peace Corps supplies and furnishings.
- Coordinate annual disposal of Peace Corps replacement property.
- Oversee and prepare annual inventory reports.
- Oversee Peace Corps property use and maintenance and repair.
- Coordinate and oversee the sale of excess PC property.
Fleet Management (25%):
- In conjunction with the Motor Pool Coordinator, ensure drivers meet all requirements to drive and that vehicles are available as required and properly maintained.
- Review and authorize weekly fleet schedules and participate in quarterly planning exercises.
- Receive transport requests and with dispatcher, determine the most appropriate vehicle allocation for both in-town and out-of-town travel.
- Provide oversight of dispatcher’s management of vehicle fleet including: coordination of travel schedules, maintenance of vehicle records, and vehicle maintenance.
- Provide oversight of driver/mechanic ensuring regular vehicle maintenance and proper management of tool inventory; assure that dispatcher and driver/mechanic are maintaining vehicle and maintenance files.
- Oversee the correct and timely entries into VMIS for all maintenance and fuel activities.
- Complete monthly reviews of vehicle logs and fuel bills and reconcile data with VMIS for DMO approval.
- Monitor driving compliance for the Post, provide driving coaching, and ensure required incidents are reported to HR for further action. Carry a valid Ugandan driver’s license at all times when driving.
- Draft Vehicle Fleet Plans and vehicle specification requirements in conjunction with the General Services Assistant.
- Oversee customs clearance process for new vehicles and maintain all related files.
- Review the vehicle disposal/sale process in compliance with Peace Corps regulations and ensure that all duties are cleared.
- Maintain a roster of temporary drivers able to work on short term contracts to cover PST and/or surges in demand. Ensure temporary drivers remain current on Drive Cam policies, medical clearance, and licensing requirements to be able to drive on short notice.
- Coordinate with Budget/Financial analysts to obligate GS MPF documents in accordance with financial and contracting policy.
- Develop and maintain professional relationships with vendors, contractors, and landlords.
- Maintain orderly auditable records of all items recommended to the Contracting Officer for selection.
- Recommend the selection of reliable and reputable contractors (plumbers, electricians, carpenters, etc.) on a competitive basis for the PC Office, residences and regional offices.
- Draft Requests for Procurement as requested by the assigned Contracting Officer.
- Obtain price estimates for supplies that guarantee lowest price for quality service to Peace Corps as requested by the Contracting Officer.
- Maintain an updated database of regular and emergency on-call suppliers of goods and services ((painters, plumbers, electricians etc).
- Act as a liaison between Peace Corps and landlords, vendors and contractors for fact-finding of any issues.
- Coordinate clearance of goods coming into the country with Embassy GSO.
Other Tasks (15%):
- Ensures Time and Attendance and Leave forms are accurate for GS staff.
- May be tasked as a driver transporting passengers and/or supplies in the city and up-country.
- Assist DMO in case of activation of the Emergency Action Plan (EAP) or other emergencies. Must be familiar with the Emergency Action Plan (EAP), roles and responsibilities outlined in the plan and actively participate in annual training and testing at the EAP.
- Assist the admin team and the training contractors to obtain government documents and permits for staff and PCVs.
- Assist Admin team in following up and resolving problems with utility companies.
- Takes on additional duties and responsibilities during absence of the other staff in GSO.
- Contractor may be requested to accept an advance of Peace Corps funds with which to pay travel allowance to training participants or to pay for items needed to conduct Peace Corps business. Amount of advance cannot exceed Uganda shillings equivalent of USD $2,500.
- 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.
- Undertake additional duties as assigned by the DMO.
Standard Roles and Responsibilities
OMH: Occasional Money Handler may be requested to courier cash and /or purchase orders to various vendors who furnish supplies and/or services to PST/IST training site, or other locations as directed by the Contracting Officer. The PSC may also be requested to courier cash to PC trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.
S&S: Works with drivers to ensure that Safety and Security standards are met for appropriate Peace Corps vehicle operation and maintenance. Coordinates with Safety and Security Manager (SSM) to ensure that emergency radios or other communication devices are in good working order. Supports the SSM in planning and conducting fire drills and duck and cover drills. Supports completion of necessary safety and security upgrades to office, USDH staff residences, and other Peace Corps facilities. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
May be designated as a receiving officer if assigned by the Country Director and with the approval of the Regional Director. 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)
- May be designated as a property officer if assigned by the Country Director, in coordination with the Office of Management, and with the approval of the Regional Director. Responsibilities as a property officer include carrying out functions to safeguard and control all U. S. government property assigned to the Peace Corps office; ensures that property duties are assigned appropriately, and that staff are well-trained in how to carry out their duties; oversees maintenance and utilization of property, and the annual and semi-annual inventory and loss reports. The Property Officer can be held financially liable for neglecting to safeguard and control Peace Corps personal property. (See MS 511 and the Personal Property Management Handbook)
- May be designated limited supervisory responsibilities if assigned by the Country Director and with the approval of the Regional Director. Personal services contractors (PSCs) may only supervise other PSCs. (See MS 732 and the Overseas Contracting Handbook)
- Offering regular feedback: Holds private annual and mid-year Performance Reviews with all direct reports
- Scheduling regular 1×1 meetings with direct reports: Invites direct reports to regular (weekly, monthly etc.) private 1×1 meetings wherein you offer both constructive and positive feedback
- Ensuring your staff understand performance targets and goals: Develops Individual Development Plan (IDP) Goals at Annual Performance Reviews and reviews goal progress in 1×1 meetings throughout the year
- Assisting in resolving issues: Uses tools (e.g. coaching, open door, modeling) to promote direct report success
- Identifying and resolving workplace problems (e.g. absenteeism): Uses corrective action tools (verbal, written, cure notices) as needed
- Providing reports and activity updates to your supervisor: Shares timely updates with your supervisor about projects, personnel, issues etc.
- Working with other supervisors to resolve conflicts between departments: Meets with other supervisors to solve problems together as needed
Logistics, Level of Effort & Duty Station
The Duty station is the main office that is located in Kololo, Kampala. This position is full time and the candidate will be expected to carry out their duties during a 40 hour work week. Events may require occasional work in the evenings and on weekends and holidays. May carry a duty phone.
How to apply
Only Electronic Submissions will be accepted.
Please submit 3 Word formatted documents to firstname.lastname@example.org
- 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_GSM” for the General Services Manager 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.