USAID Secretary Job Opportunities (46m Annually) – United States Embassy / US Mission

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Organisation: United States Embassy, US Mission in Uganda
Duty Station:  USAID/Uganda, Office of Economic Growth (EG), Kampala, Uganda
Salary Grade: FSN-7 (UGX 46,440,981 to UGX 67,918,349 per annum inclusive of allowances).
Vacancy Number: 617-18-00006
Reports to: Deputy Director
Welcome to the United States Embassy in Kampala, Uganda.  The United States has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Deborah R. Malac 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
  • Peace Corps 
Job Summary: The Secretary is located in USAID/Uganda, Office of Economic Growth (EG), and provides administrative support primarily to the EG Office Director, Deputy Office Director, and Feed the Future (FTF) Coordinator, with secondary support to the entire EG office, by performing clerical, administrative, and typing/stenographic duties, and operates in conjunction with the EG office Program Management Assistants to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that Office staff members may be more effective. The Secretary is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, US AID/Washington, and other customers. In this capacity, the Secretary is responsible for coordinating information about the Office, and making sure that information gets to customers on a timely basis and in a professional manner.
The EG Office team comprises five functional units: Environment and Natural Resources Management; Vulnerable Populations; Agriculture; Private Sector, and Project Support. The position is housed in the Project Support Unit and has major roles and responsibilities supporting all units as noted, with a priority to the EG Office Director, Deputy Office Director, and FTF Coordinator, and reports to the Deputy Director.
Key Duties and Responsibilities:
  • The Secretary receives and places phone calls, sends and receives E-mails and Faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff within the Mission, the Host Government, donor, IP, NGO, private-sector, and other contacts; arranges transportation as needed; and, takes minutes at meetings when requested.
  • The Secretary schedules appointments based on a good knowledge of the supervisor’s commitments, and maintains the Office calendar, reminding the supervisor and others of meetings and appointments.
  • The Secretary takes messages in the absence of the supervisor and other staff, directing callers to other staff members, or answering questions personally; receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the supervisor, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in maintaining conference room schedules, in coordination with the Secretary to the Mission Director, other Office Secretaries, and with other Mission administrative staff, arranging for conference room space as required by the size of the group.
  • The Secretary meets with other Mission support staff on a regular and recurring basis. The Secretary is responsible for organizing logistics associated with EG events such as welcoming new staff members, all-hands meetings, EG partner meetings, retreats, and other such meetings.
  • The Secretary maintains control of all correspondence for the Office, including program/project/activity files provided by CORs/AORs, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the supervisor, receiving and screening Office mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters in English and the Host-Country language, distributing incoming official mail to Office personnel and attaching pertinent background material, and searching files and records to assemble background information for correspondence and other pending actions.
  • The Secretary reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and conformance with Mission formatting procedures and special instructions.
  • The Secretary distributes internal policies and procedures and, as necessary, maintains a record of when staff received new policies and/or procedures.
  • The Secretary uses PC-based word processing, spreadsheet, and charting software in the performance of a variety of assignments, types a variety of correspondence, creates electronic tables, develops charts, and prepares other documents in draft and final form. As required, the Secretary locates documents routed for clearance, and obtains and tracks clearances and signatures.
  • The Secretary establishes and maintains files according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington; and, marks correspondence and other documents for filing, and files accordingly.
  • Keenly reviews all correspondence prepared in the Office or elsewhere in advance of the supervisor’s signature, corrects errors by drafters and edits correspondence, and assures that responding correspondence fully meets the requirements posed by incoming correspondence to which it pertains.
  • The Secretary maintains and updates Office Handbooks and other documents, such as visitors’ lists, telephone listings, personnel rosters, vacation schedules, etc. 15%
  • The Secretary provides logistical support primarily to the EG Office Director, Deputy Office Director, and FTF Coordinator, with occasional back-up to EG Team members, project staff and TDY visitors; processes eCC country clearances for TDY travelers and visa referrals for invitation travel participants; arranges travel, transportation and hotel reservations; coordinates with USAID Travel Assistance for tickets and reservations; assists with the reconfirming or changing reservations; arranges for motor pool transportation within Kampala and for out of town field trips. S/he processes MAARDs and other procurement documentation.
  • The Secretary, in coordination with the Program Assistants, is responsible for the on-boarding of new staff, including orientation meetings and initial assistance with accessing and training on mission administrative applications such as webTA, setting up travel accounts, creating vouchers, accessing myservices for visitor and motorpool requests, etc.
  • The Secretary will be responsible for identifying and preparing handover notes for back-up services prior to being out of the office for annual leave, training, and other anticipated absences and may also be requested to provide reciprocal short-term backup to other mission offices’ when their Administrative Assistants or Secretaries are out of the office.
  • The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

Qualifications, Skills and Experience:
NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.
  • The ideal candidate for the United States US Embassy USAID Secretary career opportunity should have completed Secondary Schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma, is required.
  • At least three years of progressively responsible work experience, of which two years should be in related work with USAID, the USG, NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.
  • The Secretary should be familiar, or able to quickly become familiar, with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. The Secretary should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.
  • Skills and Abilities: The Secretary must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The Secretary must be proficient in using the Internet and E-mail.
All qualified candidates should submit the following;
  • A signed AID-302-3 Offeror Information for Personal Services Contracts, Download Here
  • Cover letter clearly indicating the position for which you are applying and describing how you meet the minimum requirements
  • Updated Curriculum Vitae/Resume
  • Copies of Academic Transcripts
  • Names, contact numbers, and e-mail addresses of three (3) professional references. At least one of the references must be a prior or current direct supervisor.
Send them to: KampalaHR@state.gov in standard file types such as Microsoft Word (.doc) or Adobe Acrobat (.pdf). All should be in one document which should not exceed 10MB.
Deadline: 16th February 2018


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