Executive Assistant,Career Opportunity in Uganda, jobs in uganda today,

Position Title:Executive Assistant

Duty Station: Peace Corps Uganda (PCUG) Office, Kampala

Organization:Peace Corps Uganda (PCUG)

Employment Type:Full Time Permanent

Reports to:Country Director

Position Classification:  Personal Services Contract 40hrs/week

Application Deadline:Monday January 19, 2015, 4:45pm

Background Information:

The Peace Corps is an agency of the United States Government, which sends American Volunteer development workers to assist in capacity building and technical assistance activities in over 70 countries worldwide.  Peace Corps Uganda invites applicants for the position listed above which is based in Kampala, Uganda.  See http://uganda.peacecorps.gov  for details about Peace Corps Uganda. For more details about this job, and forms to fill, please refer to the website (http://uganda.peacecorps.gov/content/jobs-peace-corps)

Basic Function:

The contractor provides administrative, logistical, and program support to the Country Director and the Program Team.  The contractor is knowledgeable of the goals of the Peace Corps and Peace Corps Uganda programs.  The Executive Assistant represents Peace Corps in person, in writing and through telephone communication, and is a link between staff and collaborating agencies and Volunteers. This includes assistance in the areas of public relations, government relations, Volunteer support, and handling many and diverse tasks at once.  The incumbent exhibits a high degree of personal and administrative organization to provide a lead role in ensuring the smooth operation of a fast-paced office environment. She/He will work under the supervision of the Peace Corps Country Director in Uganda.

Duties And Responsibilities;

Administrative Support

·             Manages and streamlines communication flow into and out of the Country Director’s office including screening incoming telephone calls and as well as managing of both incoming and outgoing electronic communications from the CD’s inbox, receiving visitors, arranging appointments and scheduling meetings

·             Manages and organizes the filing system for the Country Director.  Maintains and ensures accessibility, as well as the security and integrity, of Peace Corps Staff and Volunteer files.

·             Sorts the CD’s incoming mail and oversees distribution of cable traffic, faxes, and Embassy Administrative notices; prepares draft responses to incoming letters where appropriate, alerts CD to urgent correspondence.

·             Manages CD calendar, this requires interaction with volunteers, internal and external executives and assistants and consultants to coordinate a variety of complex executive meetings.

·             Arranges and coordinates the travel logistics for the CD, and international visitors including setting appointments, preparing necessary travel documents and information packages and making hotel reservations

·             Assist senior staff with preparation of presentation materials.

·             Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.

·             Initiates, develops, and maintains contacts with government officials, official from U.S. Government Agencies, NGOs partners, and Peace Corps Alumni in country where appropriate.  This includes developing and maintaining database of important contacts to be used for mail merges, special event invitations, etc

·             Creates and maintains an official Peace Corps information packet to distribute to visitors providing an overview of PC Uganda’s work.

·             Assists with identification of venues, speaker selection, drafts programs, and prepares logistical arrangement for Peace Corps events such as swearing-in and Processes press releases for the Country Director and notifies media representatives of significant events

·             Processes press releases for the Country Director and notifies media representatives of significant events.

·             Support safety and security function, updating CD phone with pertinent data and up to date contact information.

·             Organize special events and projects.

·             Compile, transcribe and distribute meeting agendas and minutes

·             Send out diplomatic pouch mail and ensure that mail coming into and leaving the office is collected and delivered in a timely manner

·             Lead the administrative assistants and Program Specialists, coordinating meetings and maintain effective communication flow in the organization.

Program Support

·             Establishes and maintains program and Volunteer personal files.  Set up and maintain a database of Peace Corps Volunteer (PCV), and Peace Corps Trainees (PCTs) information.

·             Oversee volunteer resource center to ensure efficient and effective resources/information availability and timely dissemination to the volunteers.

·             Prepares arrival and departure cables for Volunteers and Trainees, and all official international visitors.

·             Establishes and maintains liaison with those individuals, institutions and agencies with which Peace Corps has professional working relationships.

·             Records workshop proceedings, and assists with trainings, conferences, and special events as requested and authorized by the CD.

·             Attends all Staff and Management Meetings.  Participates fully and prepares any required information for these meetings in a timely manner, as requested by the CD.

·             Serves as assistant editor of the Volunteer newsletter

·             Maintain and manage effective filing system

·             Carries out other tasks as assigned by the CD or his/her designee.

Qualifications and Requirements:

    Education: A Bachelors Degree

    Work experience: 5 years experience supporting at the executive level

    Knowledge: A good understanding of office and administrative procedures, excellent calendar management, including the coordination of complex executive meetings. MS Office, including Word, Excel, Outlook, and Creation of PowerPoint presentations, scheduling of travel, creating and modifying of processes.

    Skills: Excellent organizational, writing and interpersonal skills

    Experience in a multicultural environment and volunteer support organizations preferred

    Language: Level IV fluency in English language (both written and oral communication)

Position Elements

    Supervision Received: Supervised by the Country Director.

    Available Guidelines: 1) Peace Corps Manual, 2) Instructions by the Country Director.

    Exercise of Judgment: Broad exercise of judgment within the confines of job responsibilities.

     Limits of Authority: Within the confines of the job responsibilities.

    Nature, Level and Purpose of Contacts: Works closely with All staff, PCVs, PCTs, Stakeholders and Communicates at all levels as required by the job responsibilities.

How to apply

Only Electronic Submissions will be accepted.

Please submit a Word formatted letter of interest, resume, names and contact information for three references to applications@ug.peacecorps.gov

Clearly indicate only the position applied for on the subject line of the cover email: For example “Executive Assistant”. Submitted documents become the property of the Peace Corps and will not be returned.

You will be contacted ONLY if you are deemed qualified. If called for an interview, you will be expected to bring a reference letter from your area Local Council (LC1) as well as your academic credentials.