Uganda

Vacancy Details

About

Announcement Number:
Kampala-2021-021 RA1
Hiring Agency:
Embassy Kampala
Position Title:
Human Resources Administrative Assistant
Open Period:
07/21/2021 - 08/03/2021 Format MM/DD/YYYY
Vacancy Time Zone:
GMT+3
Series/Grade:
LE - 0305 6
Salary:
Not Specified
Work Schedule:
Full-time -
Promotion Potential:
LE-6
Duty Location(s):
1
in
Kampala, UG
Telework Eligible:
Yes
For More Info:
HR Section
000-000-0000
Klahr@state.gov

Overview

Hiring Path:
• Open to the public
Who May Apply/Clarification From the Agency:
For USEFM - FP is 8.  Actual FP salary determined by Washington D.C.
Only one Open-to category should remain:

•    Current Employees of the Mission - This includes U.S. Citizen Eligible Family Members (USEFMs); Eligible Family Members (EFMs); Declared Members of Household (MOHs), dependents of U.S. Personal Services Contract (USPSC) who are assigned under COM - All Agencies

Security Clearance Required:
Public Trust - Background Investigation
Appointment Type
Permanent
Appointment Type Details:
•    Indefinite subject to successful completion of probationary period
Marketing Statement:

We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:

The work schedule for this position is:



  • Full Time (40 number of hours per week)


Start date: Candidate must be able to begin working within a reasonable period of time (4 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position:
No
Relocation Expenses Reimbursed:
No

Duties

Records Management:                                                                                                                             50%


Incumbent is responsible for all the section’s filling ,scanning and storage (both electronic and hardcopy) of official documentation for American and LE Staff personnel records including personnel action cables, individual subject matter  letters, assignment notification cables, travel orders, and any other personnel information as needed following guidance included on 3 FAH-1 H-2350.  In coordination with HRO and HRS, organizes the electronic HR shared folder files and deletes old information so that documentation can be retrieved promptly. Incumbent creates subject files for reports such as LCPs, salary surveys, policies, E&L statements, classification reports and shreds as required.  Is responsible for managing the HR archives by creating and maintaining databases with titles and properly kept HR correspondences for easy future access. Carries out file weeding, maintenance and updates including file census.  Retires files as is required by regulations. 


Is responsible for tracking and filing of performance evaluation reports and work development plans for all LE Staff according to the Performance Management Policy.  Files evaluation reports for family members and sends original and a copy to AF Bureau EFM Coordinator for processing.


Clerical Support of Recruitment:                                                                                                               30%


In coordination with the HR Specialist, the incumbent daily monitors the application inbox and empties it; it including saving applications in the relevant folders.  Prepares folders with the original vacancy announcement, screened applications plus tracker for the PRC to shortlist.  Coordinates interview dates and conference rooms.  Enters visitor’s access requests so that applicants can access the building.  Assist to proctor tests given to candidates considered for employment.


Creates new personnel files as new employees are hired, to include one for performance management. 


Follows up with medical unit and RSO on status of clearances when delays occur.


Prepares a welcome pack for the new LE staff and organises the new employees OPF ready for boarding.


Administrative support:                                                                                                                       20%


Maintains and updates HR forms and makes sure they are available to all staff either electronically or hard copies as may be needed including Request for Work Permits, Change of address, Designation of beneficiary forms, etc. 


Coordinates HR section's requests for supplies, motor pool, and procurement of adverts in newspapers.


Collects interoffice mail and drop offs as needed, prepares official outgoing pouch and DHL documents to be sent to Washington or other locations. 


May be required to provide backup to the HR Assistants during lunch breaks, illnesses, vacations and other absences from the office.  Performs any other duties as assigned.

Qualifications and Evaluations

Requirements:

EXPERIENCE: Two years of clerical or administrative work in a busy office is required.


JOB KNOWLEDGE:  Must have good working knowledge of general office procedures and knowledge of Microsoft Office Suite programs such as Excel, Word, Power Point, and Outlook. Knowledge of general HR Regulations and policies , Records management and procedures

Education Requirements:

Mandatory: Include the required education level from section 15 of the PD.  Optional: For positions requiring a Bachelor’s Degrees, it is optional to list the degree major unless the position is highly specialized (i.e. doctor, nurse, engineer).



  • Completion of Secondary School

  •  Diploma studies in Human Resources, Public Administration, Management or Administration

     



Evaluations:

LANGUAGE:  Level IV English ability is required.  Level III (good working knowledge) in Luganda, Lusoga, Acholi or Lukyakitara is required. This may be tested.


SKILLS AND ABILITIES: Must have strong computer skills.  Ability to use personal computers and other office equipment such as scanners, shredders, and copy machines is required.  This may be tested.  


 


EQUAL EMPLOYMENT OPPORTUNITY (EEO):  The U.S. Mission 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.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Benefits:
Agency Benefits:

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in (insert post and/or country name) may receive a compensation package that may include health, separation, and other benefits.


For EFMs, benefits should be discussed with the Human Resources Office.


The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

HIRING PREFERENCE SELECTION PROCESS:  Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.


HIRING PREFERENCE ORDER:



  1. AEFM / USEFM who is a preference-eligible U.S. Veteran*

  2. AEFM / USEFM

  3. FS on LWOP and CS with reemployment rights **


* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given. 


** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.


For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.

How to Apply

How to Apply:

All candidates must be able to obtain and hold a [enter clearance level here] clearance. 


To apply for this position click the “Submit Application” button.  For more information on how to apply visit the Mission internet site.

Required Documents:

In order to qualify based on education, you MUST submit the requested diploma and / or transcripts as verification of educational requirement by the closing date of this announcement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you will not be considered for this position.



  • Copy of Orders/Assignment Notification (or equivalent)

  • Academic Transcripts ( O & A Level)

  • High School Diploma

  • DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)

  • SF-50 (if applicable)

Next Steps:

Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email. 


For further information - the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.


Thank you for your application and your interest in working at the U.S. Mission in (insert post and/or country name).