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Sunday 3 November 2013

Administrative Specialist - United States Embassy

Job Title:    Administrative Specialist OSC; FP-06, FSN 8
Organisation: United States Embassy, US Mission in Uganda
Vacancy Number: 046/2013
Salary Grade: FSN-8 (Ugshs. 38,988,039 to 58,134,949 p.a. inclusive of allowances)

About US Embassy in Uganda:
The United States has enjoyed diplomatic relations with Uganda for over 30 years.  Ambassador Scott H. DeLisi 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.

Job Summary: The Administrative Specialist will act as a liaison specialist and representative for the U.S. Army Africa (USARAF) customer service desk located at the U.S. Embassy, Kampala, Uganda. S/he also offers outstanding customer service support to military, Department of Defense (DoD)/Department of the Army (DA), military, civilians, and contractor personnel in need of assistance. The job holder also facilitates the coordination of travel for personnel traveling in support of various USARAF operations and exercises.

Key Duties and Responsibilities:
1. Serves as a point of contact for USARAF at the USEMB in Kampala, Uganda. (5%)
Works issues and responses to requests for information, carrying out daily coordination. Carries out daily coordination and prepares for meetings and visits.
Communicates the Commander’s position on issues of interest and coordinates with the U.S. Embassy (USEMB) in Kampala.
Serves as a conduit between USARAF, USEMB in Kampala, and other DoD agencies.
Establishes and maintains close personal working relationships with Commanders, personnel offices, emergency operations centers (EOC), deployment managers, and other essential points of contact.
Supervises and oversees the recurring maintenance of Cooperation Security Location (CSL) Site1.
Coordinates with Ugandan Peoples Defense Force (UPDF), Uganda’s Civil Aviation Authority (CAA), contractors and maintenance personnel accordingly.
 Reports to OSC Chief and provides weekly reports on status of CSL site 1 to USARAF.

2. Familiarizes with the CSL maintenance personnel, contractors and Office of Security Cooperation (OSC) with programs policies, and procedures. (20%)
Performs on site inspections of the CSL site 1 facility.
Directs taskings, inquiries, reports, requests for information or assistance, and other communications to appropriate organizations or personnel to ensure timely and accurate response.
Prepares correspondence, reports, position papers, fact sheets, and letters on issues of importance to USARAF and USEMB through the OSC Chief, USEMB, Kampala.
Analyzes issues, performs research, and formulates official responses to written and telephonic requests.
Cites and discusses regulations, directives, and their application to specific issues.
Exercises tact, discretion and judgment concerning inquiries and replies received from or conveyed to personnel maintenance, contractors, UPDF, USEMB and other agencies.
Develops broad, long-range objectives related to the management of CSL 1, identifies work to be done, and establishes deadlines for completion of plans.
Exercises independent judgment and initiative to develop these objectives

3. Responsible for maintaining CSL Site (45%)
Ensures that CSL is operational within five (5) days of notification.
Sees that generators, ablution units (showers and latrines), container housing units (CHU), and multi-purpose facility (MPF) are operational and in serviceable condition. Initiates a service contract to repair all CSL facilities as needed.
Coordinates with OSC and USARAF to replace equipment if necessary.
Assures that in case of a power outage or a malfunction of the main generator, the backup generator is operational for a minimum of twelve hours of uninterrupted service. Accountable for all property and equipment at CSL site 1.
Conducts an inventory of all CSL equipment with the using unit before and after use of the CSL.

4. Advises the USARAF staff in preparation of site visits, exercise and operations. (20%)
Ensures that information is accurate and consistent with previous information and/or correspondence provided.
Makes arrangements for visits by USARAF members and briefs the leadership on areas of interest.
Coordinates transportation for essential staff between the airport, USEMB, Kampala and other locations.
Coordinates with USEMB approved vendors on quotes regarding items being purchased for CSL Site 1.
Coordinates customs clearance, tax exemptions, tariff exemptions for USARAF property and other duties as assigned by the OSC Chief.

5. Occasionally operates a commercial design passenger vehicle or small cargo van on-site and over public roads. (10%)
Must be licensed in Uganda to drive.
Plans routes in consideration of factors such as security of passengers, driving distances, known or anticipated road and traffic conditions, and time requirements.
Operates the vehicle in compliance with agency and host nation safety and traffic laws and rules. Makes arrangements for the secure parking of the vehicle at destinations.
Makes vehicle available for emergency services for USARAF personnel needing transportation to various locations.
Provides transportation for DVs desiring transportation to the international Airport.

Qualifications, Skills and Experience:
NOTE:  All applicants must address each selection criterion detailed below with specific and comprehensive information supporting each item.

 Skills and Experience:
The candidate should have at least two years college studies in liberal arts/sciences are required.
At least three years of substantive administrative experience in a medium to large organization or in a project setting, is required.
Language Requirement:  Must be fluent in the English language.
Good working knowledge of evaluative, planning and analytical processes and techniques to modify existing procedures and implement future requirements or programs;
Knowledge in applying qualitative and/or quantitative analytical and evaluative methods and techniques to assist in conduct of studies or project that concern the efficiency and effectiveness of programs and practices within the purview of the organization.
Knowledge of computer applications such as Word, Excel, and Power Point.
Knowledge of pertinent laws, regulations, and policies which affect administrative operations and areas of responsibility.
Knowledge and understanding of management principles, practices, methods and techniques to perform projects related to management and methods improvement
Skill in written and oral communication to obtain and provide information related to organizational, administrative and procedural matters, and analytical procedures to modify existing requirements/procedures and implement future requirements or programs.

How to Apply:
All those interested in working with the US mission in Kampala should send their applications and strictly adhere to the following:
Universal Application for Employment as a Locally Employed Staff or Family Member (DS-174) Download it Here.
A current resume or curriculum vitae.
Candidates who claim US Veterans preference must provide a copy of their Form DD-214 with their      application.  Candidates who claim conditional US Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.
Any other documentation (e.g. essays, transcripts/certificates, awards) that addresses the qualification requirements of the position as listed above.
Submit Application To:
Human Resources Office
By email at KampalaHR@state.gov

NB: Only electronic submissions will be accepted and only shortlisted candidates will be contacted.

Please clearly indicate the position applied for in the subject area of the email submission.
Please use standard file types such as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents in one file attachment.
Telephone:  0414-306001/259-791/5

Deadline: 13th November 2013