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Administrative Specialist to the Mission Director’s Office jobs– United States Agency for International Development (USAID) Uganda | Apply Now

Are you looking for Administrative jobs in Uganda 2024? If yes, then you might be interested in Administrative Specialist to the Mission Director’s Office jobs– United States Agency for International Development (USAID) Uganda

Kampala, Uganda

Full-time

Deadline:

July 22, 2024 at 2:00:00 PM

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About the Organisation

The United States Agency for International Development is an independent agency of the United States government that is primarily responsible for administering civilian foreign aid and development assistance

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Job Title

Administrative Specialist to the Mission Director’s Office jobs– United States Agency for International Development (USAID) Uganda

Job Description

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador Natalie E. Brown 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: USAID/Uganda is seeking qualified candidates for the position of Resident Hire Personal Services Contractor (PSC) – Administrative Specialist to the Mission Director’s Office (AS/MDO).
The AS/MDO serves as an integral member of the USAID/Uganda Mission Directors Office (MDO) consisting of the Mission Director (MD), the Deputy Director (DMD) and the Resident Legal Officer (RLO). In all areas of responsibility set forth below, the AS/MDO coordinates and otherwise supports any other office management staff in the USAID MDO, including the Administrative Assistant. The AS/MDO is responsible for a full range of administrative, project management, and oversight functions that are essential to the efficient operations and management of USAID/Uganda. The AS/MDO is the point of contact for the flow of paper and assignments to and from the USAID/Uganda MDO and assists its staff in a variety of ways, such as managing key priorities and activities of the MDO; receiving actions from the Embassy/Kampala Executive Office and assigning them to USAID Mission staff in consultation with the MD, DMD, and RLO; tracking and tasking actions and ensuring that they are completed by the due date; and drafting and reviewing communications. The AS/MDO facilitates communications, information, and recommendations to assist the MD’s, DMD’s, and RLO’s decision-making process on programs and operations. The AS/MDO ensures the smooth flow of communication between the MDO and USAID/Uganda staff, the Embassy/Kampala Executive Office, the public, the Government of Uganda (GOU), and other development partners and stakeholders.
The AS/MDO supports the MDO on a variety of complex and sensitive programs, operational, and logistical issues. The AS/MDO provides office operations support for USAID’s programming and management processes within the MDO and performs a liaison function. The AS/MDO assists with clearances and approvals of documents to and from the MD, DMD, and RLO and, in the process, builds strong partnerships with stakeholders throughout the Embassy, including Embassy/Kampala’s Executive Office as well as other departments and agencies at post.

Duties and Responsibilities

Administrative Support:

Managing the Mission Director’s schedule, including arranging appointments, meetings, and travel.
Preparing briefing materials, reports, and presentations for the Mission Director.
Drafting, reviewing, and editing correspondence, memos, and other documents.

Office Management:

Overseeing the daily operations of the office, ensuring a smooth workflow.
Maintaining office supplies and equipment, and liaising with vendors for procurement.
Organizing and maintaining physical and electronic files and records.

Communication:

Serving as the primary point of contact between the Mission Director and internal/external stakeholders.
Handling incoming calls, emails, and other communications, and directing them to the appropriate parties.
Coordinating communication within the team and across departments to ensure alignment and information flow.

Event and Meeting Coordination:

Planning and coordinating meetings, conferences, and events, including logistical arrangements.
Preparing agendas, taking minutes, and following up on action items from meetings.
Ensuring all necessary materials and resources are available for meetings and events.

Project Support:

Assisting with special projects and initiatives led by the Mission Director’s office.
Conducting research, compiling data, and preparing reports as required.
Tracking the progress of projects and providing updates to the Mission Director.

Qualifications and Competencies

The applicant for the USAID Uganda Administrative Specialist to the Mission Director’s Office job must hold a Bachelor’s degree or higher in business/management, social sciences, or a related field.
At least three to five years of progressively responsible experience performing a full range of high-level administrative, program-support assistance.
Experience may include, but is not limited to, serving as an executive liaison, creating, and implementing standard office procedures and practices, being the quality control point of contact for written materials; establishing and maintaining contacts with high-level entities and individuals at the ministerial levels and above; and guiding, supporting, and coordinating work with other staff.

How to Apply

APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Eligible Offerors are required to complete and submit (Requirements (i) – (v) below are critical for compliance of the offer. Therefore, candidates MUST pay due attention to these):
A complete DS-174 Employment Application for Locally Employed Staff or Family Member (https://eforms.state.gov/Forms/ds174.pdf; [click at this link for latest version]. Offerors are required to complete sections 1 through 6 (use additional pages, if needed).
Cover letter (addressed to the USAID Supervisory Executive Officer) clearly indicating the position for which you are applying and describing how you meet the minimum requirements.
Complete curriculum vitae/resume. In order to fully evaluate your application, the resume must include:
Paid and non-paid experience, job title, dates held (month/year). Please specify unpaid or part time work. Any experience that does not include dates (month/year) will not be counted towards meeting the solicitation requirements. (NOTE: Resume and DS-174 work experience should match.)
Specific duties performed that fully detail the level and complexity of the work.
Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards, or accomplishments.
Name and contact information (phone and email) of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
Supplemental [separate] document specifically addressing each QRF as outlined in the solicitation
Copies of Academic Transcripts
Offers should be in Adobe Acrobat (.pdf). No other file types will be accepted. All documents should be scanned into one (1) document (one (1) ATTACHMENT) which should not exceed 10MB.
Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I at kampalausaidjobs@usaid.gov Incomplete or late applications will not be considered.