Administrative Assistant USAID/Uganda

EXO Travel Assistant Support – 50 %
• Assists in the processing of travel requests and preparation of Travel Authorizations (Tas) including incountry blanket TAs, international, and amendments using the E2 software.
• Ensures that the necessary approval documents are obtained prior to travel, that there are sufficient funds in TAs to cover carrier costs, per diem, and the standard miscellaneous expenses.
Reviews travel arrangements to ensure compliance with regulations and procedures (Fly America Act, 14 Foreign Affairs Manual (FAM), 3 FAM and Foreign Affairs Handbook (FAH), Federal Travel Regulations, direct routing, city-pair fares, per diem costs, availability of funding, etc.), and ensures that all travelers are well informed on matters related to post-funded travel.
• Updates emergency preparedness documents and records. Updates travel tracker to include historical information from past evacuations and emergencies so that mission is prepared for future incidents.
• Prepares Visa Support Letters/Note Verbale for incoming staff and TDYers requesting issuance of visas to Uganda and obtains their approval from STATE/HR.
Helps in the preparation and submission of E2 for official vouchers.
EXO Administrative Duties: 25 %
• The EXO Administrative Assistant /Chauffeur provides EXO support liaison to customers for ICASS services.
• Manages expectations for services, answers questions, assists customers to log requests, and provides guidance for staff experiencing challenges with the accuracy and efficiency while requesting services.
Customer service responsibilities:
• Assists USAID/Uganda staff (customers) to place MyServices requests – including build access and providing visitor escort.
• Provides customer information about available services and resolves service problems.
• Tracks services requests. Provides feedback to customer on delayed services, expedites correction or adjustments to ensure resolution.
EXO events coordination and logistics responsibilities:
• Provides logistics support for the EXO helping organize events by placing for GSO services.
• Arranges disposition of property when needed.
• Ensures upkeep and organization of USAID Office Space is optimal at all times.
Mailroom services:
• Delivers official correspondence (letters, reports, invitations, etc.) from and to various offices, such as the Government of Uganda (GOU), implementing partners, other international organizations, public and private sector organizations, etc.
• Collects and distributes mail and newspapers from the Mailroom on a daily basis.
3. Chauffeur to the Mission Director/other USAID staff: 25 %
• Safely and according to local laws operates MD’s vehicle to provide transportation services primarily to the MD or to other USAID/Uganda staff and official TDY’ers.
• Plans logistics for trips. Researches the destination points and collects pertinent information such as the description of the site, projected travel time, road conditions, and seeks guidance from RSO on security concerns. Based on personal analysis of the situation, ensures that adequate planning and safety considerations have been factored into trip schedules. Exercises sound judgment in selecting which roads to use and which areas to avoid ensuring the safety of the MD or the other passengers.
• Ensures all duties as driver of the assigned vehicle are performed in adherence with local traffic laws and Mission Policies.
• Maintains proper record-keeping (logbook of covered activities on a daily basis) and attendant paperwork including updating monthly mail log, mileage records and activities to ensure an easily retrievable filing system.
• Records vehicle usage, maintenance, and overall care of the assigned vehicle by reporting any problems identified and ensuring all licenses and documents relating to the vehicle are current and as required.
• Schedules vehicle examination for service with the Mission motor pool mechanic and checks for vehicle insurance validity.
• Travels throughout Uganda and stay overnight in remote areas as assigned.
Supervision Received.
• The position is supervised by the EXO Administrative Assistant (Travel & Procurement), who provides assignments in terms of a discussion of the work to be performed, and Division priorities.
• There is frequent interaction and work guidance from the Deputy EXO and the Supervisory EXO as well.
• Most work occurs as a result of normal operations, but special activities may be assigned at any time. There is great independence to carry out the assignments ensuring accuracy in completed products which will normally be reviewed in terms of results achieved and in meeting Division objectives. Unusual situations will be referred to the supervisor, Deputy Executive Officer and Supervisory Executive Officer for review and consultation.
Supervision Exercised.
• Supervision is not contemplated.
PHYSICAL DEMANDS:
• The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
• Offers will be initially screened for compliance with application instructions and eligibility in accordance with the minimum qualification criteria listed below.
• To ensure compliance with the entire set of this solicitation instructions (please see page 6 to 8 – III.
EVALUATION AND SELECTION FACTORS and SUBMITTING AN OFFER sections),
• the offer package must be completed and signed (hand or electronic signature) where indicated – and offerors must include in their offers information to demonstrate that they:
• have attained the required education level; and meet the experience requirements, etc.
Education:
• Completion of a secondary school (ordinary and advanced levels) and two or more years of postsecondary schooling is required. Vocational training in general automotive mechanics is required.
Prior Work Experience:
• Minimum of three years of administrative or clerical experience is required. A minimum of three years of professional chauffeur experience and a possession of a valid Driver’s License with classes B, CM, DL, DM, etc. is required.
Language Proficiency:
• Level III English is required.
Job Knowledge:
• Strong knowledge of administrative support with the ability to quickly become familiar with Division responsibilities and activities and possess a general knowledge of standard office procedures and practices.
• Hands-on knowledge and experience operating a 4-WD vehicle.
• Knowledge of Uganda traffic laws.
• Knowledge of traffic patterns throughout the Kampala city, as well as secondary/alternate routes, upcountry, roads/conditions, and various GOU offices/facilities, implementing partner offices and project sites.
• Excellent knowledge of defensive driving techniques to utilize in potential emergency situations, that could be targets of criminal or terrorist activities.
• Basic knowledge of first aid and auto mechanics.
• Ability to read manufacturers operating manuals and complete forms accurately and legibly.
Skills and Abilities:
• Must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated.
• Must be proficient in using the Internet and E-mail.
• Must be customer service oriented, showing excellent interpersonal skills and abilities to work as part of a team.
• Ability to organize, prioritize and follow through on work assignments.
• Excellent mechanical ability to identify vehicle malfunctions and perform minor repair and maintenance.

Submit your CV and Application on Company Website : Click Here

Closing Date : 2nd October, 2023

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