Administrative Assistant Jobs at Peace Corps Uganda

Job Title: General Services Administrative Assistant ( GSAA )
Peace Corps


VACANCY ANNOUNCEMENT
Title: General Services Administrative Assistant ( GSAA )
Announcement Date:  August 9, 2012
Position Classification:   Full-time Services Contract (PSC with compensation level equivalent to that of a grade 6 to full performance grade 7 on the U.S. Mission LCP)

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 of Position:

This broad scoped position provides support to Peace Corps Uganda's administrative unit activities as well as to its safety and support activities. The GSAA works as a team member providing support to Peace Corps Uganda operations in its support to over 160 Peace Corps Volunteers located throughout Uganda.

Major Duties and Responsibilities:
Include, but are not limited to, the following:

A. General Services and Administrative Records Keeping and Processing (approximately 30% of the time):

• Assist general services and other administrative support team members in the maintenance and processing of records: including the maintenance of up-to-date vendor files and the maintenance and processing of VAT reimbursements and files.
• Assist the GSM and financial management staff members in the maintenance of up-to-date  utility ( such as water, electricity ) usage and records.

B. Facilities and Expendable and Non-expendable Property Maintenance and Inventory (approximately 25% of the time) :

• As coordinated by the GSM, maintain up-to-date electronic records of PC expendable and non-expendable property to include office and medical ( as called upon ) supplies and all office and residential furnishings and equipment as well as PC Uganda’s vehicle fleet.
• Track and electronically record on a routine basis, as occurs, the movement of property amongst facilities and storage units and as new property is acquired and old property is disposed.
• Assist the GSM in identifying ( via PC / USG regulations and property condition ), for Administrative Officer approval, any PC property due for disposal and placement in GSO auction activity.

C. Volunteer Safety and Security Support  (approximately 35% of the time):

• Provides administrative support in the safety and security systems (EAP and DSR) verification and their communication and explanation to Peace Corps Volunteers (PCV)..
• Serve as back up to the SSC (Safety & Security Coordinator) during his/her absence to include drafting, for Country Director approval, and assuring that all communications to PCVs are accurate and that all incident and assault reports are recorded, tracked and up to date in Peace Corps’ electronic reporting / data collection systems.
• Work periodically with SSC to maintain and distribute cyclically updated safety and security resources, such as manuals, books, leaflets & pamphlets, slides & videos, and assist in disseminating to assure that their contents and policies are known to staff and volunteers.
• Respond to PCV emergency situations while serving as backup but also when called upon by the Country Director;
• Maintain Volunteer safety and security and crime and related PCV site history files, in compliance with Post and Agency general policies.
• Work with the PC Uganda’s SSC on addressing possible issues of safety and security for a specific training site that may be located distantly from Kampala.
• Maintaining up to date records of district security representatives (DSR).
• Participate in the testing of Emergency Action Plans.
• Assist in supporting the planning and performance of periodic safety and security trainings ( Pre-service, In-service, that held for DSRs ).

D. Information Systems Management Assistance  (approximately 5% of the time):

• Train in and serve as back up to Peace Corps Uganda’s Information Management Officer during his/her absence to include server reboots.
• Train in and perform the correcting of routinely occurring system problems as well as the unique but significantly impacting issues that have been experienced / known to occur from time to time.

E.  Other Duties and Activities (approximately 5% of the time):

• Perform other duties as assigned.

DESIRED QUALIFICATIONS:

NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

a. Education:
Minimum: Completion with diploma from secondary school and some position relevant post-secondary / college study, such as in administrative, inventory and customer management and support.
Desired: University or technical school diploma in business administration, property management or other position related academic areas.
b. Desired Work Experience: Three or more years of progressively responsible and successful work in providing administrative support and IT systems usage.
c. Language Proficiency: Level IV spoken and written English is required. (List both English and host country language(s) by level ).
e. Desired Knowledge: Good working knowledge of U.S. Government regulations, or similar systems, for property management, security and IT management.
f. Must possess good working knowledge of computers and computer software usage and application.
g. Ability to conduct wide range of general / administrative services support.
h. Ability and skills to use computer to maintain property records and generate periodic reports.
i. Ability to work effectively with a diverse group of staff, businesspeople and PC Volunteers.
j. Demonstrated experience of cross cultural communication skills is highly desired.
k.Ability to work a regular Monday through Friday schedule with evening and weekend hours and travel to countryside when necessary.


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 current 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 via mail:
Administrative Officer
Peace Corps Uganda
Plot 48 Malcolm X Avenue
P. O. Box 29348
Kampala, Uganda

Clearly indicate the position applied for on the envelope.

Deadline: 19th Aug 2012