Management Assistant U.S. Mission in Uganda

Major Duties and Responsibilities
ADMINISTRATIVE DUTIES:
• Coordinates unclassified documents from drafts as well as routine telegrams and outgoing correspondence, with special attention to grammar syntax and spelling. Reviews, distributes and files incoming official communications and assorted correspondence.
• Receives and screens telephone calls, visitors, and responds to requests for information, schedules and confirms appoinünents.
• Typing a variety of documents, placing official calls, screening calls and visitors referring onward as needed, maintaining contacts lists, office files, and office calendar. Gathers information for management meetings and reports. Ensures that all action cables and correspondence are answered. Performs other administrative duties as needed. 500/tee Addendum I)
• (Continue on blank sheet)

Qualifications Required For Effective Performance a. Education
• Completion of secondary (high) school is required.

Prior Work Experience
• Minimum of 2 years of administrative or secretarial experience is required.
• Post Entry Training
• PS532-SMART messaging system operation (2 hours within 90 days); PA473-e2 travel arranger/submitter training/eCountry clearance (30 minutes); PK207-Files and Record Management (classroom-I day, online-2 hours) required.
• Language Proficiency: List both English and host country language(s) proficiency requirements by level (Il, Ill) and specialization (sp/read). Level Ill (good working knowledge) reading/speaking/writing in English is required.

Job Knowledge
• Knowledge of correspondence procedures and general customer service is required. Knowledge ofoffce protocol matters, logistics and related omce requirements is required. Proper and emcient secretarial and offce management procedures as practiced by the U.S. Mission Uganda is required.

Skills and Abilities
• Typing level Il (40wpm) is required. Basic knowledge of Microsoft Office, Outlook and Intemet is required. Ability to work flexible hours is required. Must be tactful, possess good judgment and be able to communicate with employees at all levels.
• Ability to accurately proofread written material to eliminate errors, well-organized, ability to meet deadlines and to work in a multi tasking environment is re uired. Must be eli ible to obtain a secret clearance.

Basic numerical skill required.
Position Element a. Supervision Received
Supervised by the Management Officer. Receives work guidance from Agencies’ Head when performing assigned duties to the offices.
• Supervision Exercised None
• Available Guidelines
• Relevant FAM, FAH, Mission policies and guidelines. Management cables, directives, precedent files on specific subject matters. Supervisor’s instructions and on-the-job training for special projects.
• Exercise of Judgment
• Must properly prioritize functional duties with requests for routine or urgent actions. Must exercise sound judgment in solving administrative problems and making related decisions.
• Authority to Make Commitments
• None, unless as directed by the supervisor.
• Nature, Level, and Purpose of Contacts
• Daily contacts with US and LES employees. Incumbent shall assist in managing special projects including COTELs and POTUS’ and escort pouch when required. This will necessitate the incumbent to communicate with non-USG Personnel for preparation purposes.
• Time Expected to Reach Full Performance Level 6 months.

SPECIAL PROJECTS ASSISTANCE:
Incumbent shall be called upon to assist manage/provide assistance in CODELs/POTUSs, direct hire EER processes, escort pouch, and arrange travel and any other duties that may be assigned.
Note: This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency