Administrative Assistant/ Program and Training Job

Peace Corps, Uganda
VACANCY ANNOUNCEMENT

Job Title: Administrative Assistant/ Program and Training

Reports to: Director of Programming and Training

Opening Date May 30, 2011

Closing Date: June 10, 2011

Position Classification: Full time Services Contract

The 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. Peace Corps Uganda invites applicants for the position listed above which is based in Kampala, Uganda.

Basic Function:

The contractor provides administrative support to the Director of Programming and Training, the Training Unit, the Program Coordinator for the President's Emergency Plan for AIDS Relief (PEPFAR), and the Program Manager for PEPFAR. The Administrative Assistant must exhibit a high degree of personal and administrative organization to work in a very busy office environment. Knowledge of general administrative functions and techniques required for efficient and effective programming and training functions. Ability to develop and analyze information, formulate means of resolving problems, enhance operations, and improve systems.

Duties and Responsibilities:

Program Support:

• Receives, logs, and distributes reports, training documents, and mail.
• Maintains electronic files for programming and training.
• Organizes and maintains office files, records, manuals, and related materials in accordance with established policies and procedures.
• Updates and reproduces handbooks including the Volunteer Handbook and Supervisors and Counterparts Handbooks.
• Takes initiative and provides guidance and direction to management on present and potential organizational, management, or Volunteer problems.
• Independently prepares responses that address Volunteer/Trainee administrative issues.
• Develops informational materials based on knowledge of current trends and program priorities and distribute it to Volunteers/Trainees.
• Serves as administrative assistant for all trainings which include but are not limited to pre service, in service, HIV/AIDS awareness, malaria prevention and life skills.

Administrative Support:

• Provides a full range of administrative support, including establishing and maintaining filing systems, calendars, and other methods of tracking information.
• Prepares MOUs and administrative forms; and handling all details pursuant to meetings, conferences, and other training events.
• Collects and distributes biographical data for new Peace Corps Trainees and Volunteers, and enters data into VIDA.
• Establishes administrative files for easy retrieval of data; compiles and distributes Volunteer application packets to prospective partners and follows-up with partner organizations to ensure applications are received.
• Assists with the collection, compilation, and data entry of the HIV/AIDS semi-annual reports, and program status reports (PSRs).
• Makes telephone calls to arrange appointments or carries out tasks assigned by the DPT, PMs, and PEPFAR Coordinator.
• Schedules meetings, follows-up to confirm appointments and/or travel, and takes notes at training events and specified meetings.

• Arranges hotel reservations and provides other logistical support for training events (including TOTs, PSTs, and ISTs).
• Works as logistician at workshops and arranges meeting venues and other logistical activities. Assists the programming and training staff with the preparation and compilation of training materials and reports.
• Types reports and binds them after in-service training sessions. Provides support in identifying in-service training venues and other field assignments as necessary. This responsibility may require overnight travel.
• Consults with Program staff to determine resource needs for the PEPFAR Program and ensures that materials are procured in a timely manner.
• Arranges and coordinates the travel logistics for program staff including hotel reservations. Drafts letters, faxes, memoranda and other communication for the program staff review and signature; photocopies and collates documents, and handles the production of special mailings to PCVs.
• Reviews non-technical materials prepared by others for grammar, punctuation, spelling, and clarity of expression. Ascertains that materials have been coordinated correctly and are in accordance with established policy. Checks with the originator to ensure that the intended content has been retained through the editing process.
• Coordinates the development and release of programmatic information regarding Peace Corps events and programs, such as press releases, fact sheets, newsletters, or other briefing materials.

Other Duties:

• Provides backup support for the Executive Assistant and other program staff, as required.
• Performs any other duties as assigned by the Director of Programming & Training or Country Director.

Qualifications and Experience

Bachelor’s degree in a field of study relevant to management or training; knowledge and experience with HIV/AIDS prevention; excellent computer skills including word processing, PowerPoint and spreadsheet programs; excellent command of English, both spoken and written; native ability in spoken and written at least one Ugandan language; ability to work independently with little supervision; good organization and time management skills; willingness to take the initiative; excellent teamwork skills, strong service attitude; personal integrity; strong cross-cultural skills; strong interpersonal skills, strong interest in Uganda’s development; and ability to travel extensively. At least two years of related work with relevant government agencies, not-for-profit organizations, or private businesses. Ability to work weekend and evening hours when necessary.

Preferred qualifications: Multinational work setting; study and/or experience in economic development, community health or teaching or teacher training.

Position Elements:

· Supervision Received: Supervised by the Director of Programming and Training with daily direction provided by the Program Managers. For new, difficult, or unusual tasks, supervisors give directions on objectives and suggested procedures. The Administrative Assistant is expected to take the initiative to meet established deadlines, and document and communicate procedures to the Program Managers.

· Available Guidelines: 1) Peace Corps Manual, 2) Foreign Affairs Manual 3) instructions provided by the Program Managers and the Director of Programming and Training.

· Exercise of Judgment: Broad exercise of judgment within the confines of job responsibilities.

· Authority to Make Commitments: The Administrative Assistant is expected to research and suggest solutions within the confines of the job responsibilities.

· Nature, Level and Purpose of Contacts: Works closely with Program Managers, PEPFAR unit, Director of Programming and Training, Training Manager, Country Director and Peace Corps Trainees and Volunteers. Communicates at all levels as required by the job responsibilities.

· Supervision Exercised: None

HOW TO APPLY

A. Please submit a letter of interest, resume and any other documentation that addresses the qualification requirements of the position as listed above. Also, send names and contact information for three references.

B. Attach an original copy of a reference letter from your area Local Council (LC).

Submitted documents become the property of the Peace Corps and will not be returned. You will be contacted ONLY if you are deemed qualified and invited for an interview.

SUBMIT APPLICATION TO

application@ug.peacecorps.gov or Send to

Administrative Officer

Peace Corps Uganda

Plot 53 Prince Charles Road

P. O. Box 29348

Kampala, Uganda