Administrative Management Assistant (Travel & Procurement)

Job Overview

• This position serves as the Administrative Management Assistant within the Executive Office at USAID/Uganda, responsible for managing comprehensive travel and transportation services for all official mission travelers, including USDH, USPSC, TCN, CCN staff, authorized dependents, and TDY personnel. The role requires expert coordination of international and in-country itineraries, airline reservations, and strict adherence to USG travel policies, regulations, and the Fly America Act. The incumbent will ensure that all travel arrangements are cost-effective, compliant, and aligned with mission objectives, while also maintaining accurate records and documentation for audit purposes.
• The incumbent will process travel requests and travel authorizations using the E2 software, including in-country blanket TAs and amendments, and will provide thorough orientation briefings to new staff on USAID travel operations. Training mission administrative personnel on voucher processing, eCC processing, and other travel-related issues is a key responsibility, as is ensuring all E2 arrangers are proficient to initiate TA processes independently. This includes developing training materials, conducting workshops, and providing one-on-one coaching to enhance team capabilities and ensure consistent compliance across the mission.
• As the subject matter expert on USG travel regulations, this role provides authoritative guidance and interpretation to the Deputy Executive Officer, Supervisory Executive Officer, and all USAID/Uganda staff. The assistant reviews travel arrangements for compliance with the Federal Travel Regulations, city-pair fares, per diem costs, and funding availability, and advises travelers on allowances such as shipping, unaccompanied baggage, household effects, pet transportation, and premium class lounge policies. The role also involves resolving discrepancies, addressing traveler inquiries, and recommending process improvements to enhance efficiency and reduce costs.
• In the procurement function, the assistant completes simplified acquisition actions as a Buyer, including purchase orders and blanket purchase agreements through the Global Acquisition & Assistance System (GLAAS). This involves receiving requests, planning, negotiating, issuing purchase orders, and performing post-award administration such as modifications and closeout for commodities like off-site meeting spaces, furniture, and miscellaneous contracting services. The incumbent will also conduct market research, evaluate vendor quotes, and ensure that all procurement actions adhere to federal regulations and USAID policies, maintaining a focus on integrity and transparency.
• The role also includes supervisory duties as Deputy Division Lead, overseeing the EXO Administrative Clerk/Chauffeur and providing training, coaching, and mentoring. Performance evaluation, work planning, and ensuring adherence to schedules and deadlines are essential, as is supervising the C&R Management Clerk in the absence of the Division Lead. This includes fostering a collaborative team environment, promoting professional development, and ensuring that all team members understand their responsibilities and performance expectations.

Minimum Qualifications

• Education: Minimum two years of college or university studies in management, procurement, business administration, public administration, social sciences, transportation planning and logistics, or a related administrative field is required. A bachelor’s degree in a relevant discipline is highly desirable and may substitute for some experience requirements.
• Experience: Minimum of three years of professional office administrative experience is required, with at least two years in travel management for a USG or international organization being essential. Experience with procurement or contracting processes in a government or international development context is strongly preferred.
• Language Proficiency: Level IV (fluent) English is required in speaking, reading, and writing. Proficiency in local languages such as Luganda or Swahili is an advantage but not mandatory.
• Job Knowledge: General knowledge of travel systems, regulations, agencies, ticketing, and airline fare bases is required, along with good knowledge of administrative practices and public sector business processes. Familiarity with USAID-specific travel policies, E2 software, and GLAAS is highly desirable.
• Skills and Abilities: Excellent customer service, attention to detail, sound judgment, and the ability to work independently with little oversight. Advanced liaison skills, computer proficiency in Microsoft Office and Google tools, and the ability to maintain strict confidentiality are essential. Strong organizational skills, the ability to multitask under pressure, and a proactive approach to problem-solving are critical for success in this role.