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Organisation: United States US Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Salary Grade: UGX 75,718,515 – UGX 110,993,513 per annum, equivalent to FSN-09.
The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Deborah R. Malac currently heads the U.S Mission to Uganda. The Mission is composed of several offices and organizations all working under the auspices of the Embassy and at the direction of the Ambassador.
Among the offices operating under the U.S Mission to Uganda are:
- United States Agency for International Development (USAID)
- Centers for Disease Control (CDC)
- Peace Corps
Job Summary: The Administrative Management Assistant (EXO Planning Coordinator) is located in the Executive Officer (EXO), USAID/Uganda. S/he is the “alter ego” to the Executive Officer and thus plays a vital role in helping the Executive Officer (EXO) to ensure the integrity, efficiency and effectiveness of administrative operations, identifying processes and areas for strengthening systems and recommending improvements needed under the the International Cooperative Administrative Support Services (ICASS) mechanism. Specifically, the position will perform coordination and planning duties as assigned by the Executive Officer (EXO), develop work plans, provide advice and guidance on overall Mission operations/logistical support provided under ICASS including space management, supply (EXP), non-expendable property (NXP), procurement and shipping services. In coordination with USAID Office of Financial Management (OFM), monitor service level agreements and expenditures, provide substantial input into procurement budgets, interpret government regulations. Reports to the Supervisory EXO. The incumbent will share responsibility with other E’~IO staff for achieving an integrated customer service program for the USAID/Uganda international and local staff that continues to grow. The EXO has four (4) customer service divisions namely – the EXO/Information Services Division; the EXO/Personnel, EXO/Travel and EXO/Records Management. The incumbent is expected to contribute to these four service divisions: 1) applying technical expertise to strategic planning; 2) contributing to and collaborating with other USAID/Uganda offices and teams to ensure they achieve their set objectives; 3) cultivating and maintaining effective relationships between EXO and the ICAAS services provider.
Key Duties and Responsibilities:
ICASS Coordination Duties: 50%
- Coordinate all ICASS customer support to USAID. Ensure timely delivery of appropriate ICASS services to all USAID employees in the areas residential maintenance, personal property accountability and disposal, issuing, controlling and reporting of personal property, customs and shipping and motorpool. Ensures all ICASS administrative arrangements are completed in a timely manner. Analyze USAID management and working environment operations independently in consultation with the Executive Officer.
- Coordinate with various officials from members of the US Mission (Embassy and all other agencies including especially the ICASS team) on USAID Mission decision-making pertaining to a wide range of administrative and managerial services and functions in support of operations that facilitate development assistance programs and goals of USAID/Uganda.
- Ensure that procurement requests for NXP and EXP, purchase orders and work orders are handled promptly and that transportation methods ensure the timely delivery of goods and services. Follow up when goods have been on order and not yet received, and cany out end-user surveys to feel levels of satisfaction. Ensure that quality products are purchased and review stock levels of EXP to determine adequacy at all times.
- Maintain current status reports on all USAID procured NXP.
- Advise the Executive Officer and mission management on all mission operations as and when needed. Provide sound professional advice in all areas of ICASS administrative support, including procedures, procurements and budgets.
- Work closely with the Executive Officer, analyze mission management requirements and develop administrative and technical support budgets while forking closely with the USAID/Uganda Controller. Review ICASS budget expenditures, ensuring obligation of all funding needed.
- Participate as a key USAID representative to the *CASS Post Working Group. Coordinate with the Embassy Management Office and General Services Office to oversee the overall direction and provision of general services functions to USAID operations. These services include, but are not limited to, maintenance of residential properties, personal property management (accountability, disposition, and the disposal of expendable and non-expandable supplies, automotive and office equipment); development of standards for issuing and controlling USAID person) property, the provision of repairs and maintenance of equipment, and automotive operations and maintenance procurement of certain administrative supplies.
- Ensure that administrative management policies are adapted as appropriate in accordance with Agency and USG regulation and directives. Ensure that internal Mission management systems and policies are adhered to.
- Continuously evaluates organization and the previsions of ICASS services to ensure quality service is received by USAID at all times.
ICASS Planning Duties – 25%
- Develop detailed annual procurement plans regarding logistical needs and requirements. Monitor status reports, weighing in and negotiating with IC AC S/Procurement the most appropriate mechanisms that ensure high quality products or service standards are delivered to USAID in a timely manner.
- Ensure that annual budget for NXP is used in accordance with established ordering plans and that goods are procured as budgeted and on schedule; review receiving and inspection reports; assure that disposal reports are prepared on time; participate in the preparation of submission of inventory reports; and ensure that office inventory records are kept up-to-date with the latest property transactions.
- Work closely with USAID OFM (Project Accountants, Chief Account, etc) to develop short and long term budget projections.
- Keep an account of day-to-day activities through regular meetings and contacts with the EXO and others as appropriate.
- Conduct research and prepare written reports for arrangement requirements. Develop and maintain management controls for ICASS costs and customer service performance.
- Guide and assist in the development, evaluation and improvement of administrative management support systems and services, identify and anticipate problems, resolve administrative, operational and/or emergency support problems and ensure operational effectiveness.
EXO Administrative Duties – 25%
- Provide support in the EXO, as necessary, to ensure a cross-trained EXO staff with ability to assume Unit responsibilities.
- Coordinate day-to-day administrative operations on behalf of the EXO team, including scheduling, logistics, supply, and maintenance requests.
- Provide administrative and coordination support for special events, including partners meetings, training sessions and other external meetings. Provide logistics support during events held both at the Mission and off-site.
- Prepare routine correspondence and non-technical documents, such as letters, memoranda, cables, country clearances, and requisitions, etc.
- Provide administrative coordination between the EXO team and the broader Mission, etc.
Qualifications, Skills and Experience:
NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- The applicants for the US Embassy Administrative Management Assistant (EXO Planning Coordinator) job opportunity should hold a University degree in business administration, public administration, financial management or their equivalent required.
- Specialized training in two areas of the following procurement, contracting, property management, and general administration essential.
- Five to seven years of progressively responsible experience in a large international organization or other progressively responsible professional administrative operations management supervisory experience involving a variety of management support operations required.
- Thorough understanding of administrative support systems and operations;
- Good understanding of internationally acceptable office practices and guidelines pertaining to administrative management support operations; and
- Familiarity of the external environment including i.e Uganda business and commercial practices that influence the delivery of quality services.
- Excellent analytical, managerial & intellectual skills required;
- Ability to lead, organize, supervise, judge, conceptualize, negotiate, originate ideas and creative solutions, handling customer requests, tasks, and complaints with patience, diplomacy and sense of humor required;
- Outstanding communication skills for obtaining appropriate results from service providers);
- Ability to forecast needs for service, perceive quickly and accurately the status of operations, analyze the causative factors and recommend creative solutions;
- Ability to maintain effective working relationships that ensure maximum productivity in a service- oriented fashion; ability to negotiate effectively with the ICASS service provider team;
- Must work well under time pressures and be able to multi task; and
- Must be familiar with Microsoft Word, Excel, Access and PowerPoint.
- Language Proficiency: Level IV ability (proficiency) written and oral communication skills is required.
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
- A signed DS-174 Employment Application for Locally Employed Staff or Family Member, Click Here
- Cover letter clearly indicating the position for which you are applying and describing how you meet the minimum requirements
- A Curriculum Vitae/Resume
- Copies of Academic Transcripts
- Names, contact numbers, and e-mail addresses of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
By email at KampalaHR@state.gov
NB: Your application will be reviewed if you have fulfilled all the requirements including submission of standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple Attachments) and should not exceed 10MB. Please clearly indicate the position number and title you are applying for on the DS-174 form.
Deadline: 12th April 2019
The US Mission in Kampala 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. The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
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