Administrative Assistant job at Peace Corps Uganda

Vacancy title:
Administrative Assistant

Jobs at:

Deadline of this Job:
Monday, May 06 2024 

Summary
Date Posted: Tuesday, April 23 2024, Base Salary: Not Disclosed

JOB DETAILS:
Minimum Requirements:
• Education: Bachelor’s 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.
• Knowledge: Demonstrated proficiency in facilitation of office and administrative procedures, excellent calendar management, including the coordination of meetings. Languages: English with fluent written and verbal communication skills.
• Skills and abilities: Excellent computer skills in Microsoft Office, financial software and internet applications. Excellent organizational and interpersonal skills. The person must feel comfortable working collaboratively with colleagues from multicultural backgrounds and must demonstrate a positive service attitude.
• This position requires strict adherence to ethical standards of confidentiality and professional conduct.
• Highly organized with attention to detail and ability to prioritize multiple responsibilities.
• Legally able to work in Uganda.

Preferred Qualifications:
• Education: Degree or formal certification in HR is preferred.
• Experience in a multinational NGO or similar organization is preferred.
• Previous experience in records management is preferred.

Background
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.

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 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 always observe strict confidentiality.

Tasks & Deliverables
Reception and Administrative Duties:
• 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.
• Manages the DMO calendar and Schedules meetings on behalf of the DMO/DDMO
• Works with General Services Team to ensure the team’s transport needs are met.
• Coordinates staff and visitors access into the Embassy and processes electronic country clearance on behalf of staff in MyServices App.
• Coordinates with courier service providers (FEDEX, DHL) to ensure that all mail and parcels are picked timely 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.
• Ensures proper records management in Admin in accordance with the Annual File Plan.
• Prepares bills of collection for staff, Volunteers and vendors. Enters billing data in the Peace Corps financial system. Track payments 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.
• Back-up FAs in processing travel advances, disbursements and creating obligations as necessary.
• Prepares information packets for guests and consultants.
• Act as a Volunteer Support POC during emergency or crisis response.
• Coordinates the Admin team meetings, and other activities, takes notes and tracks agreed upon actions.
• Maintains a calendar of Admin staff leave.
• Custodian of the admin tickler file
• Serves as Back up for specified roles of the HR Specialist, Voucher Examiner/Travel Assistant, 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 and travel 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 following the reallocation calendar.
• 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:
• Serves as Post Time and Attendance Clerk. Collects bi-weekly staff timesheets, verifies for accuracy, and submits in a timely manner for approval by the appropriate staff member/supervisor before filing.
• Reconcile 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.
• Maintains the staff family leave tracker, ensuring all family leave taken by staff is logged and tracked accurately.
• Prepares Driver Overtime claim forms and submits to the DMO/DDMO for review, signature, and submission on a bi-weekly basis.
• 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 while observing confidentiality.
• Assists with the scheduling, preparation, and coordination of interviews.
• Prepares welcome packets for all new hires, TDYs and guests and updates the staff bios.3
• 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 ensuring security clearances for all staff are up to date and uploaded in Odyweb system.
• Maintains an updated short term staff list of security certifications/re-certifications by keeping track of all the processes.
• 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:
• 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 and reports the number of messages received to the Volunteer Support Meeting every Monday.
• 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.

Standard Roles and Responsibilities
• S&S: 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.
• If there is a time at post, due to the COVID-19 pandemic or for any other reason, when there are limited or no Peace Corps Trainees and/or Volunteers (jointly referred to as “Volunteers”) at Peace Corps Uganda, the PSC may be temporarily assigned during that period, as determined by the Peace Corps Country Director (CD), to carry out additional duties and responsibilities in furtherance of the goals of the Peace Corps in order to enhance the ability of Peace Corps Volunteers to perform functions under the Peace Corps Act, including facilitating a safe environment in order for the successful return or increase of Volunteers.
• This temporary assignment may require the PSC to provide services and/or support beyond what is listed in their current Statement of Work (SOW). The services and/or support may take many forms, examples of which may include but are not limited to, training, providing administrative, technical, medical, and/or operational assistance, building on host country programs, etc. This temporary assignment also may require the PSC to provide these services and/or support to individuals/organizations other than those listed in their current SOW such as host country government, partner organization(s), community member(s), staff, and/or contractors.

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. 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/Washington.

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 to assist with some administrative and other issues.
• The AA is in contact with many vendors doing business with the Peace Corps to make payments, reservations, and collections as needed.
• Time Required to Perform Duties: The AA is contracted for a base year of one to twelve 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.
• Available guidelines: 1) Peace Corps Manual, 2) Foreign Affairs Manual, 3)
• Instructions provided by the Deputy Director of Management & Operations and overall stewardship of the Country Director.
• Time Required to Perform Full Range of Duties: The time required for a qualified individual to perform fully and adequately duties of this position is 52 weeks.


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure

Only Electronic Submissions will be accepted.
Please submit only Microsoft Word formatted documents to include: a letter of interest (maximum 1 page), resume (maximum 3 pages), names and contact information for three references (1 page) to peacecorps.gov>ug-applicationspeacecorps.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 “Kenyange Zuura_Administrative Assistant”. 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.


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