Political/Economic Office Management Assistant job at United States US Embassy

About the Organization

The mission of the United States Embassy is to advance the interests of the United States, and to serve and protect U.S. citizens in Uganda.

Job Description

The United States Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for over 30 years. Ambassador William W. Popp 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 (CDC)
Peace Corps
Job Summary: The EFM – Political/Economic Management Office Management Assistant is a key member of the 12-person POL/ECON Section. The position’s direct supervisor is the deputy Counselor for Political and Economic Affairs.  The position is primarily responsible for supporting the POL/ECON Counselor and Deputy Counselor, but also assists the other officers in the section as requested and time permits. S/he performs a full range of office management, administrative, records, logistics and protocol duties. The incumbent backs up the Human Rights Officer on overseeing all Leahy vetting functions in his/her absence.

Duties and Responsibilities

Administrative Support

Office Management: Managing daily operations of the Political and Economic offices, including maintaining office supplies, managing calendars, and organizing meetings and events.
Document Preparation: Drafting, editing, and formatting documents, reports, and correspondence related to political and economic matters.
Record Keeping: Maintaining and organizing files, databases, and records, ensuring confidentiality and easy retrieval of information.

Communication and Coordination

Liaison: Acting as a point of contact between embassy staff, host country officials, and other stakeholders, facilitating communication and information exchange.
Scheduling: Coordinating appointments, meetings, and travel arrangements for Political and Economic officers, including arranging logistics and preparing briefing materials.
Event Coordination: Assisting in planning and organizing events, such as receptions, seminars, and conferences, related to political and economic activities.

Research and Analysis

Information Gathering: Assisting with research and data collection on political, economic, and social issues relevant to U.S. interests in the host country.
Reporting: Compiling and summarizing information from various sources, contributing to the preparation of reports and briefings for embassy officials and Washington, D.C.

Support for Political and Economic Activities

Monitoring Developments: Tracking local media and other sources to monitor political and economic developments in the host country, providing updates to embassy staff.
Event Attendance: Attending meetings, briefings, and events to take notes and report on key points and outcomes.
Protocol Assistance: Assisting with protocol matters, ensuring that diplomatic procedures and customs are followed during interactions with host country officials and dignitaries.

Technology and Information Management

IT Support: Providing basic IT support for office equipment and software, coordinating with the embassy's IT department for more complex issues.
Database Management: Maintaining and updating contact lists, distribution lists, and other databases relevant to the Political and Economic Sections.

Miscellaneous Duties

Budget and Finance: Assisting with budget management, including tracking expenses, preparing financial reports, and coordinating with the embassy's finance office.
Training and Orientation: Assisting in the orientation and training of new staff members in the Political and Economic offices.
Special Projects: Undertaking special projects as assigned, which may include tasks related to public diplomacy, outreach, and other embassy initiatives.

Qualification, Experiences and Competencies

Education Requirements: The applicants for the United States US Embassy EFM – Pol/Econ Office Management Assistant job should have completed Secondary School education. Required.
Experience: Three years of clerical, administrative, office support, event or travel management in an office setting is required.
Job Knowledge: The incumbent must become aware of pertinent U.S. government regulations and Embassy policies, understanding and correctly applying them. The incumbent must also quickly grasp the basics of the section’s substantive work enough to provide needed support for those functions. Must understand how businesses/restaurants arrangements are made and confirmed in Uganda, and how to set up events in Uganda.
Language: Level IV (Fluent) speaking/reading/writing of English is required.
Skills and Abilities: Excellent analytical, problem-solving and interpersonal skills, tact, and diplomacy are required.
The incumbent should also possess good managerial skills, and a personality that inspires confidence in Locally Employed Staff and permits the maintenance of effective working relationships with employees and supervisors.
The following are required: ability to forecast needs for resources, and to plan and assess problems and develop realistic solutions; anticipate all scheduling and logistical needs for the Counselor and the Deputy Counselor to ensure the smooth functioning of their schedules; ability to tactfully and efficiently work with American officers and Locally Employed Staff so that the Pol/Econ section provides the highest quality support to the Mission; ability to tactfullly manage other section’s contributions to the Leahy Vetting process in order to process requests in a timely fashion; able to work constructively with Washington-based administrators of the Leahy Vetting process in order to gain the maximum amount of leeway and receptivity for Mission’s nominees in the most timely fashion; and the ability to create and maintain a good working climate in order to ensure maximum productivity in a service-oriented fashion. Basic typing skills required. Must be able to use Microsoft Office Suites and. Numerical skills required.