Job Title: Refugee Administrative Clerk (Entry Level US Embassy Jobs)
Organisation: United States US Embassy, US Mission in Uganda
Duty Station: Kampala, Uganda
Salary: UGX 47,251,853 /= per year
Position Number: Kampala-2024-023 RA1
About Organisation:
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: The Refugee Administrative Clerk provides administrative support to a 4-person team in the Bureau of Population, Refugees, and Migration (PRM), which is the U.S. Embassy’s Refugee Affairs office covering the Great Lakes region. This position is critical to facilitating U.S. assistance to almost 2 million refugees spread across four countries, as well as the resettlement of thousands of refugees to the United States. Specific duties include: tracks office supplies, submits motor pool and visitor access requests, coordinates office maintenance requests, and coordinates meeting reservations for office meetings. Manages domestic and international travel logistics for four staff traveling to up to 27 countries. Provides logistical support for multi-month visits by groups of up to 20 U.S. government employees at a time. Submits purchase orders, including ensuring purchases do not exceed budgets, and manages representational funds and petty cash.
Key Duties and Responsibilities:
- General Administrative Functions
- Administrative support for the section, including: drafting of country clearances and requests, control officer duties with refugee-related visitors, assistance in planning the section personnel’s in-country and regional travel (including arranging travel and submitting post-trip vouchers), developing and maintaining a filing and project tracking system to facilitate the monitoring of USG-funded cooperative agreements for refugee assistance in the Great Lakes region, developing and maintaining section-wide SharePoint file system.
- Manages all administrative onboarding for new employees.
- Coordinates logistics and resource requests for the team’s programs and activities. Serves as PRM’s primary liaison with support offices within the U.S. embassy, including Management (General Services, Facilities Management, Information Technology, Financial Management, and Human Resources) and Regional Security, coordinating their support PRM’s programs and activities.
- Works closely with the embassy’s Management Section to coordinate the Section’s use of resources, including program, equipment, and technology requirements.
- Manages office supplies.
- Makes purchase requests for all office needs.
- Coordinates logistics and preparation for program meetings and briefings, grants committees, and other events.
- Prepares the Section’s time and attendance and representation vouchers.
- Manages shared office calendars.
- Tracks and coordinates Front Office taskings assigned to PRM.
- Manages PRM representational activities in coordination with other team members. Coordinates guest lists, invitations, and RSVPs for all events.
- Serves as a Refugee Section “power user” for the contact management database (CRM), including its use in events management and email marketing.
- Ensures updates and accuracy of contact information and trains the Section colleagues in its use.
- Support Regional USCIS Circuit Rides
- Supports all aspects of the State Department’s refugee resettlement program, which resettles refugees to the United States from the Great Lakes, Central, and West Africa regions.
- Provides logistical support for multi-month visits by up to 20 U.S. adjudication officers, both in Uganda and throughout the region.
Qualifications, Skills and Experience:
NOTE: All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
- Education Requirements: The applicants for the United States US Embassy Refugee Administrative Clerk job should have relevant qualifications should have completed two (2) years of college/university studies is required.
- Experience: Three years of experience in administrative services, procurement, customer service, or events management is required.
- Job Knowledge: Good knowledge of Ugandan geography, culture, infrastructure, and government institutions is required. Knowledge of customer service practices is required.
- Language: English Level 4 – Fluent; speaking/reading/writing, may include the ability to translate is required. This may be tested. Luganda Level 2 – Limited knowledge; speaking, reading & writing is required.
- Skills and abilities:
- Analytic Skills: Must be able to accurately assess resource challenges and identify solutions, including those that address sensitive resource challenges.
- Communication and Interpersonal Skills: Must have excellent customer relations, interpersonal, and cross-cultural communication skills. Must have excellent written and oral communication skills.
- Management Skills: Strong management skills are required, including the ability to organize logistical support for multiple overlapping visits/missions.
- Technical Skills: Good keyboarding and data entry skills are required; excellent familiarity with electronic discovery tools, in particular the internet, and standard information retrieval practices and procedures are required. Thorough, detailed knowledge of and the ability to use various computer software programs, specifically Microsoft Word, Microsoft Excel, and databases is required.
How to Apply:
All those interested in working with the United States Embassy, US Mission in Kampala should send their applications online at the link below.
Deadline: 24th July 2024
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