Job Title: Executive
Assistant USAID, EXO OFFICE
Assistant USAID, EXO OFFICE
Organisation:
United States Embassy, USAID
United States Embassy, USAID
Duty Station:
Kampala, Uganda
Kampala, Uganda
Position Grade:
FSN-9 (Ugshs52,082,441 to 75,583,897 p.a. inclusive of allowances).
FSN-9 (Ugshs52,082,441 to 75,583,897 p.a. inclusive of allowances).
About Embassy:
Welcome to the United States Embassy
in Kampala, 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.
in Kampala, 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.
Among the offices operating under the
U.S Mission to Uganda are:
U.S Mission to Uganda are:
- United States Agency for
International Development (USAID) - Centers for Disease Control
- Peace Corps
Job Summary:
Job Summary: The USAID Executive Assistant performs a variety of
administrative duties in support of the FSN staff portfolio as well as
arranging for all host government required actions related to the present of
U.S.G. funded partner staff and activities. In support of the Executive Officer
and the Administrative Specialist, the incumbent provides human resource
services toAmerican and local employees assigned to the USAID Mission comprised
of approximately 180 staff members including USDH, USPSC, TCNPSC, PASA, Fellow,
and FSN personal services contract (PSC) employees. The human resource services
include recruitment and appointment, issuance of personnel actions, placement
and promotion of local employees, FSN compensation administration, locally
employed staff position classification under the MClassprocess, maintenance of
the Mission Staffing Pattern and other staffing records and projections,
orientation and personnel processing of incoming and outgoing employees,
operation of various awards program, participation in wage surveys, mentoring
program, and preparation of various periodic and non-recurring reports. Position
manages the FSN performance evaluation program, the FSN Medical Plan and helps
to coordinate the Mission training program.
Job Summary: The USAID Executive Assistant performs a variety of
administrative duties in support of the FSN staff portfolio as well as
arranging for all host government required actions related to the present of
U.S.G. funded partner staff and activities. In support of the Executive Officer
and the Administrative Specialist, the incumbent provides human resource
services toAmerican and local employees assigned to the USAID Mission comprised
of approximately 180 staff members including USDH, USPSC, TCNPSC, PASA, Fellow,
and FSN personal services contract (PSC) employees. The human resource services
include recruitment and appointment, issuance of personnel actions, placement
and promotion of local employees, FSN compensation administration, locally
employed staff position classification under the MClassprocess, maintenance of
the Mission Staffing Pattern and other staffing records and projections,
orientation and personnel processing of incoming and outgoing employees,
operation of various awards program, participation in wage surveys, mentoring
program, and preparation of various periodic and non-recurring reports. Position
manages the FSN performance evaluation program, the FSN Medical Plan and helps
to coordinate the Mission training program.
Key Duties and
Responsibilities:
Responsibilities:
A. Human Resource Services
Administration 50%
Administration 50%
1. Position
Classification/MClass
Classification/MClass
- Intuitively reviews with
supervisors to ensure that position descriptions (PDs) are accurate and
that current PDs are on file for all employees. As a certified evaluator,
prepares documentation for the MClass classification process application
including conducting job analysis interviews with job holders and, as
necessary, with supervisors to gain an in-depth understanding of the
duties and responsibilities of the position being evaluated. - Ensures that the Job Discussion
Help Sheet (JDHS) is completed by the job holder and immediate supervisor
to ensure accuracy and quality data. Meets with job holders and
supervisors to explain and answer queries about the MClass implementation,
e.g. effect on compensation in case of position downgrade, effective date
of promotion in case of position upgrade, etc. - Coordinates with Regional Human
Resource Support Unit in Pretoria, and USAID/W/HR the submission for
approval of the MClass reports and results. - Actively consults with the
USAID/W Database Administrator on problems with the MClass system. - Serves as the Point of Contact
for the MClass regional Human Resource Support Unit in USAID/South Africa
– Pretoria. Maintains a spreadsheet of MClass implementation progress and
results. - Maintains a separate filing
system for the MClass project.
2. FSN Recruitment
and Personal Services Contract Administration
and Personal Services Contract Administration
- Reviews contract procurement
requests for completeness, presence of necessary technical information,
evaluation criteria and appropriateness as a PSC, conferring with the
originator to answer any questions regarding requirements. Based upon
informed knowledge of various markets, recommends probable sources,
advertising requirements and any other conditions that may apply. - Prepares position
advertisements and receives applications submitted by potential candidates
for USAID Uganda vacancies. - Assesses applications against
PD requirements; discusses possible trade-off with recruiting officials
when none of the candidates has exactly the qualifications sought;
proceeds with preliminary screening and short listing applications. - Verifies information provided
by candidates by contacting references and past employers. Ensures
consistency in application of tests and other criteria. Screens
applications for professional positions and discusses these with the EXO
who provides recommended action and approval. - Prepares new FSNPSC contracts
and modifications using established contract format and attachments as
provided in the AIDAR. - Prepares memoranda of
negotiations and ensures appropriate contract documentation is completed
and filed in the individual - contract files.
- Drafts various recruitment
correspondences including notification on non-selection and letter of job
offer to the successful applicant. - Obtains FSN security and
medical clearances through the Embassy RSO and Medical practitioners
respectively. - Manages the mentoring program
for all new employees. - Offers new FSN employee
orientation and explains mission policies, rules and regulations, employee
benefits and all other contract provisions. - Prepares all personnel related
documents such as cables to FSC Charleston to effect personnel actions.
These personnel actions include initial hire information, salary change,
WGIs, funding data, promotions, transfer, reassignment, termination and
retirement.Initiates and completes the close-out of personal services
contracts in accordance with contract close-out procedures.
3. FSN Performance
Evaluation
Evaluation
- Administers the FSN performance
evaluation process. Ensures annual performance evaluations are
accomplished. - Provides supervisors of the
JF-50 Work Plan and Performance Evaluation Report form, notifies them of
due dates, reminding that a late report can delay the processing of
contract renewal/extension and/or within-grade increase. Follows through
with employees and supervisors to ensure evaluations are submitted on due
dates. Reviews all performance evaluation reports to ensure that the
performance rating is supported adequately in the supervisor’s narrative
summary. - Guides and explains to
supervisors/rating officers the performance evaluation process, including
probationary ratings, unsatisfactory or substandard ratings, performance
factors, employee statements, reviewing statements, rating period, and all
other pertinent policies, rules and regulations.
4. FSN Medical Plan
- Coordinates with the Embassy
the medical insurance coverage for all FSN employees. Provides detailed
information to employees, such as authorized clinics, allowable medical expenses,
hospitalization benefits, contact persons in case of emergencies, etc.
When an employee or employee dependent is admitted in a hospital,
incumbent liaises with the hospital, the medical insurance company and the
employee. - Serves as USAID point of contact
for the medical insurance contractor.
5. Mission Training
Program
Program
- Serves as custodian for SF-82s.
Ensures that employees sign the repayment agreement form before departing
for training. - Ensures that FSN employees are
covered under the USAID/W Health and Accident Coverage - (HAC) travel insurance.
6. Mission
Incentive Awards Program
Incentive Awards Program
- Administers the Mission
incentive awards program. - Solicits award nominations and
provides information and guidance on available awards, criteria and
procedures for nominating employees for awards. - Makes sure that award
nominations are prepared in the correct format. - Coordinates with the Embassy HR
Office the submission and processing of Mission award - nominations and the preparation
for award ceremonies. - Prepares the certificates and
ensures that citations are correct and accurate. - Coordinates with the Office of
Financial Management (OFM) the payment of on-the-spot cash awards. - Keeps track of all records for
the annual processing of awards. Maintains a spreadsheet containing
records of awards processed for all employees. - Works closely with USAID/W
Africa Bureau the processing of award nominations for USDH employees.
7. Personnel Files
and Records
and Records
- Serves as custodian of all FSN
personal services contract files. Maintains a check list to ensure all
required documents are filed, including memoranda of negotiation, security
and medical clearances, contract and contract modifications, position
advertisement, selection process, transmittal cables for personnel
actions, employee performance evaluation reports, etc. - Updates the personnel database
which contains individual employee personal information, such as dependent
information, emergency contacts, next of kin, security clearance date,
contract expiration, entrance on duty, training courses taken, awards
received, etc. - Updates, reviews and maintains
Mission policies, procedures and guidelines regarding human resources in
the form of Mission Orders.
B. Employee Relations, Advisory
Services and Other Duties 25%
Services and Other Duties 25%
- Offers guidance, advice and
assistance to employees on a wide variety of personnel matters, such as
local social security benefits, retirement, recruitment, appointment,
probation period, and separation. - Guides on the FSN leave policy
and the Local Compensation Plan. Liaises with the Embassy Human Resource
Office on such issues as wage surveys and implementation of new
compensation plan - Gives advice on the local labor
practices, laws and regulations. - Advises and/or recommend
changes on the beneficiary form. Follows up on staff emergency locator
information, e.g. filling the forms and ensuring the next of kin is
provided. - Accesses the ADS, the AIDAR,
the FAM, FAH and all other reference documentation for interpretation on human
resource issues. Researches human resources regulations and provides
information in this regard to all staff. - Backs up the Executive
Specialist and assists in disseminating information to USDH staff
concerning career-related matters, i.e. open assignment
announcements, backstop offices, allowances, health benefits open season,
arrival and departure procedures, etc. In the same manner, assists
in disseminating information to USPSCs and all other international staff
on a wide variety of personnel matters, such as post assignment
privileges, home leave/annual leave/R&R regulations and
procedures, training information, repatriation, etc. - Prepares all regular and any
special reports on personnel issues required by Management, Embassy, AID/W
and others. This includes the monthly staffing pattern for
Management, staffing projections for the Annual Report, providing
information to the Embassy HR/O to complete the FSN compensation
questionnaire required by State HR, employee and dependents list for the
medical insurance provider, E-Learning staffing report for AID/W, MClass
Report for - M/HR/USAID/W and HRSU, list of
separated FSN employees during the calendar year for the RSO, Consular,
etc.
C. Partner organizational
support 25%
support 25%
- Works closely with Office of Acquisition
&Assistance (OAA) and respective AOR/CORs to establish the eligibility
of partner requests especially in registration of equipments and
vehicles as well as exemption for imports. - Obtains requests from
AOR/COR/Technical offices for clearing incoming international partner
staff assigned to Uganda and project property including vehicles,
equipment, etc. Draft tax exemption letters for approval by the EXO and
Commission of Customs. Delivers MFA/DP Form 3/Diplomatic notes/Customs
Exemption letters with attachments including airway bills,
commercial invoices and any other necessary documents to relevant offices
for approval. Delivers exemptions to the clearing agents for clearance
from the bonded warehouse. - Prepares necessary
documentation to register USG funded partner project vehicles. Prepares
diplomatic notices for work permits and long term visas documents for
arriving contractors. Arranges for renewal of expired work permits and
visas. Maintain the filing system regarding partner support activities/requirements. - Serves as a point of contact
for partner organizations. Addresses partner inquiries including transfer
of POVs, processing of work permits, dependant and students passes. - Prepares custom clearance
documentation for out-going personal shipments (HHE, UAB, POV) for
international partner staff. - Performs any other duties as
assigned.
Qualifications, Skills and
Experience: All applicants must address
each selection criterion detailed below with specific and comprehensive
information supporting each item.
Experience: All applicants must address
each selection criterion detailed below with specific and comprehensive
information supporting each item.
- The ideal candidate for the
aforementioned US Embassy career opportunity should possess a Bachelor’s
degree in Business Administration, Human Resources or Business Management
required. - At least four years of
progressively responsible experience in human resources management or
related field such as logistics and management required. - Strong knowledge and
understanding of the 3 FAM, 3 FAH, ADS 400, Standardized Regulations,
handbooks and manuals pertaining to personnel management particularly
position classification, recruitment and employment. Thorough knowledge of
local labor laws and practices. - Knowledge of guidelines
concerning terms and conditions of employment of local employee staff. - Must be particularly
knowledgeable with the AIDAR as this relates to employment under personal
services contracts. - Good working knowledge of
regulations governing the preparation of documentation and other paper
work for the shipment of private and U.S.G. property. - Extensive knowledge of host
country regulations governing customs clearance, shipping policies and
procedures and insights of the Bilateral Agreement. - The applicant must be
personable and tactful, resourceful and able to develop and cultivate
possible sources of job applicants for a variety of positions. - Ability to read and interpret
available regulations in the area of contracting, and ability to plan,
organize, establish priorities, direct and follow up on work; ability to
maintain confidentiality as needed. - Extreme discretion in handling
personnel matters and be able to inspire confidence. - Must establish and maintain
effective working relationships with managers, supervisors, and employees.
- Ability to counsel employees
and supervisors on work related problems, to handle changing priorities,
meet deadlines and requirements quickly and competently. - Must be tactful and effective
in dealing with partner staff and in dealing with host country officials
and other shipping, packing and transfer companies. - Be professional and possess
social skills to handle and facilitate cross-cultural and interagency
relationships. - Possess a high degree of
diplomacy and persistence is required for effectiveness. - Language Requirement:
English (level IV – fluent) and host country languages(s) proficiency
required.
How to Apply:
All those interested in working with
the US mission in Kampala should send their applications and strictly adhere to
the following:
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.
be accepted and only shortlisted candidates will be contacted.
Please clearly indicate the position
applied for in the subject area of the email submission.
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.
as Microsoft Word (.doc) and Adobe Acrobat (.pdf) and please send all documents
in one file attachment.
Telephone: 0414-306001/259-791/5
Deadline: 29th
October, 2014
October, 2014
The US Mission in Kampala provides
equal opportunity and fair and equitable treatment in employment to all people
without regard to race, color religion, sex, national origin, age, disability,
political affiliation, marital status, or sexual orientation. The
Department of State also strives to achieve equal employment opportunity in all
personnel operations through continuing diversity enhancement programs.
equal opportunity and fair and equitable treatment in employment to all people
without regard to race, color religion, sex, national origin, age, disability,
political affiliation, marital status, or sexual orientation. The
Department of State also strives to achieve equal employment opportunity in all
personnel operations through continuing diversity enhancement programs.
