TRAINING SECRETARY/LOGISTICIAN (TSL)

PSC Position Title: Training Secretary/Logistician (TSL)
Reports To: Deputy Director, Programming & Training (DDPT)
Contract Type: Short Term – Not to Exceed 190 days per year
Supervises: None
SOW Review Date: August 2026

1. MINIMUM REQUIREMENTS

At a minimum, the successful candidate’s CV must demonstrate the following:

• Education: A Bachelor’s degree in a field of study relevant for training, logistics management and administration.
• Experience: At least 5 years’ experience in secretarial, budgeting, administration and logistical management with relevant government agencies, not-for-profit organizations, or private businesses.
• Must demonstrate excellent computer knowledge and skills including in word processing, bookkeeping, budget management and Excel.
• Background in administration, logistics management and/or event planning.
• Ability to work on a regular Monday through Friday schedule with occasional evening and weekend hours when necessary.
• Must be legally able to work in Uganda.

2. PREFERRED QUALIFICATIONS

• Experience: 7 years’ experience in secretarial, budgeting, administration and logistical management with relevant government agencies, not-for-profit organizations, or private businesses.
• Cross-cultural experience with Americans.
• Ability and willingness to travel extensively throughout Uganda as needed for implementation of the job using public transportation.
• Ability to work independently with limited supervision; good organization and time management skills.

3. BACKGROUND

The U.S. Peace Corps is an agency of the United States Government, which sends American volunteer development workers to assist in capacity building and technical assistance activities in more than 60 countries worldwide. It operates in Uganda by the invitation of the Government of Uganda and has a memorandum of understanding with government ministries that outline broad areas of agreement of cooperation regarding the work of Peace Corps Volunteers in Uganda.

Volunteers are assigned to government and non-governmental agencies and organizations, community-based organizations, colleges and schools who in partnership enable Volunteers to provide capacity building in Education and Health, including community economic development activities. Peace Corps also aims to build cultural understanding between Americans and Ugandans.

Peace Corps Uganda is located at 48 Malcolm X Avenue, Kololo, Kampala. Our Post office box numbers are 29348 or 7007 Kampala, Uganda.

Please see https://www.peacecorps.gov/uganda for more details about Peace Corps Uganda.

The work of a Peace Corps Personal Services Contractor (PSC) does not limit itself to the role: active support of the Peace Corps mission is paramount to the job because contractors are representatives of Peace Corps in the country.

4. OBJECTIVE OF THE POSITION

The purpose of this position is to support the Training team to plan, prepare and provide training to American Peace Corps Trainees/Volunteers, host organization Ugandan staff and community members.

Under the direct supervision of the Deputy Director Programming & Training (DDPT), the Training Secretary & Logistician (TSL) is a member of the core staff responsible for the administration, logistical support, coordination, and financial management of the Training unit.

Responsibilities include:

• Logistics management
• Budgeting
• Managing cash flow
• Negotiating for services
• Approval of purchases
• Inventory
• Overseeing cash disbursement for the training program in conjunction with the Peace Corps Admin Unit
• Secretarial work

This is a multi-function position requiring a great degree of energy, flexibility, creativity, and initiative.

Effectiveness in this position is essential to the efficient and effective implementation of the Peace Corps training program. Expect an average of 30% of time on travel to areas outside Kampala.

The services to be performed will be subject to the ultimate responsibility and authority of the Peace Corps Country Director who is responsible for all Peace Corps activities in Uganda.

5. TASKS & DELIVERABLES

A. Training of Trainers (TOT) Workshop Duties

• Develops the Request for Quotation for services needed during the TOT.
• Sets up Training Venue for TOT.
• Sets up all Equipment to be used during TOT.
• Prepares and distributes Trainers’ TOT files and other requirements.
• Liaises with and monitors Training Facility for mealtimes and monitors and tallies with facility management for services utilized by Peace Corps guests.
• Makes copies of the final COTE and relevant materials and distributes to relevant units.
• Monitors and keeps track of the services and proposes improvements where needed.
• Prepares a logistics report for the TOT and distributes to relevant units.

B. Pre-Service Training (PST) Duties

• Prepare Requests For Quotations (RFQs) for different training events ahead of lead times.
• Works together with the LCC, Program Teams and the DDPT for efficient running of the Training program.
• Prepares Trainees Arrival Information Packet, PST Guides, correspondence, calendars and Files for Participants.
• Makes copies of PST calendar of training event (COTE), updates it as required and ensures its distribution in time.
• Supports documentation and secretarial work of the Training team.
• Maintains professional record keeping of electronic, hardcopies and back-up files of training materials.
• Oversees and monitors the training inventory process.
• Sets up and oversees a control system and storage areas for supplies and equipment and ensures that all the equipment: Computers, Printers, Photocopy machines, Cameras, Routers etc. received from PC/U are safely handled and maintained in good condition.
• Receives, sorts and distributes mail for Trainees, Resource Volunteers and staff and ensures postage of outgoing mail.
• Supports a safe storage system for Trainees’ and Training property, safekeeping and distribution.
• Maintains documentation and records of tasks during training for the PST report development.
• Supports the photocopying and printing of training materials where needed.
• Keeps regular correspondence with Peace Corps Kampala for updates and any incoming information for dissemination with the team at Training.
• Sets up and oversees training areas, and operates training equipment (LCDs, videos, audios etc.).
• Prepares weekly cash needs projections to send to the LCC/DDPT approval and Cashier for day-to-day running of training events.
• Sets up a checklist and system for disbursement of materials and payments, including payments for honorarium of resource persons and other required training activities, and maintains an accurate record of day-to-day expenditures throughout the Training program.
• Prepares and submits to the DDPT weekly reports and cover sheets of all funds spent, with receipts attached on a weekly basis.
• Sets up and coordinates a travel plan for vehicle trips in coordination with LCC/DDPT and core staff members, providing this to the General Services Office (GSO) and ensuring that the schedule is adhered to.
• Tracks contracts and expenses to ensure adherence and communicates non-compliance as soon as this is realized to the DDPT.
• Maintains a record of participants and visitors at the training site while liaising with hotel management for reservation or cancellation of participants’ rooms in a timely manner and keeping records of the number of days spent.
• Documents training events by taking notes, photography, video as required and ensuring these are disseminated to staff.
• Plays an active role as a cross-cultural guide, language informant and safety and security advisor.

C. After PST

• Coordinates the packing up of office equipment, supplies and other Peace Corps materials for transfer to Peace Corps Kampala after PST.
• Wraps up with the Training venue all contractual obligations and releases, invoices for submission and clearance by Peace Corps.
• Prepares an Administration and Logistics report for compilation to the PST Debrief session.
• Prepares for the PST Debrief session and final report by soliciting inputs from various components and distributes to relevant units.
• Performs any other duties as assigned.

6. STANDARD ROLES AND RESPONSIBILITIES

A. OMH: Occasional Money Handler

Occasional Money Handler may be requested to courier cash and/or purchase orders to various vendors who furnish supplies and/or services to PST/IST training site, or other locations as directed by the Contracting Officer.

The PSC may also be requested to courier cash to PC trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient.

In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.

B. S&S

• Addresses Volunteer safety and security by adhering to Peace Corps site development policies and procedures.
• Identifies and immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and the Country Director (CD).
• Assists Program Managers/APCDs to ensure that prospective sites meet established programmatic and safety/security criteria, including safe housing and a clearly defined assignment with an organization that shows real interest in working with a Volunteer.
• Reviews and references site history files when evaluating potential sites, and incorporates appropriate safety and security-related information into site history files.
• Monitors Volunteer compliance with Peace Corps policies, especially related to safety and security.
• Participates in the design and implementation of the Emergency Action Plan (EAP).
• Is knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
• Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD.
• Is knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

C. Other Flexibilities

If there is a time at post, due to a pandemic or for any other reason, when there are limited or no Peace Corps Trainees and/or Volunteers (jointly referred to as “Volunteers”) at Peace Corps Uganda, the PSC may be temporarily assigned during that period, as determined by the Peace Corps Country Director (CD), to carry out additional duties and responsibilities in furtherance of the goals of the Peace Corps in order to enhance the ability of Peace Corps Volunteers to perform functions under the Peace Corps Act, including facilitating a safe environment in order for the successful return or increase of Volunteers.

This temporary assignment may require the PSC to provide services and/or support beyond what is listed in their current Statement of Work (SOW). The services and/or support may take many forms, examples of which may include but are not limited to:

• Training
• Administrative assistance
• Technical assistance
• Medical assistance
• Operational assistance
• Building on host country programs

This temporary assignment may also require the PSC to provide these services and/or support to individuals/organizations other than those listed in their current SOW such as host country government, partner organization(s), community member(s), staff, and/or contractors.

7. SUPERVISION, LOGISTICS & LEVEL OF EFFORT

• Supervision Received: Supervised by and receives day-to-day guidance from the DDPT. One-step-over supervision will be from the Director of Programming and Training under overall stewardship of the Country Director. For new, difficult or unusual tasks, supervisors give directions on objectives and suggested procedures. Training Secretary/Logistician is expected to take the initiative to meet established deadlines and document and communicate procedures to management.
• Duty Station: The main office is located in Kololo, Kampala, with training venues in and out of Kampala, with frequent travel outside Kampala within Uganda.
• Contract Duration: This position is a Short Term role with a Not to Exceed number of 190 working days per year.
• Working Hours: The candidate will be expected to carry out their duties during a 40/48-hour work week. Events require occasional work in the evenings and on weekends and holidays.
• Available Guidelines:
  1. Peace Corps Manual
  2. Foreign Affairs Manual
  3. Instructions provided by the Director of Programming and Training and the Country Director
• Exercise of Judgment: Broad exercise of judgment within confines of job responsibilities.
• Authority to Make Commitments: The Training Secretary/Logistician is expected to research, negotiate and suggest solutions within the confines of the job responsibilities.