Training Secretary/Logistician (TSL) Jobs – United States Peace Corps

Job Title: Training Secretary/Logistician (TSL)

Organisation: United States Peace Corps

Duty Station: Kampala, Uganda

About Organisation:

The United States Peace Corps is an independent agency of the U.S. government that trains and sends American volunteers to work in communities around the world. Established by President John F. Kennedy in March 1961, its mission is to promote world peace and friendship by helping interested countries meet their need for trained men and women, while promoting a better mutual understanding between Americans and other cultures.

Job Summary: 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, and overseeing cash disbursement for the training program (in conjunction with the Peace Corps Admin Unit), and secretarial work. This is a multi­function 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.

Key Duties and Responsibilities:

• 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
• 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 in 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 communicating 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.
• 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.
• Standard Roles and Responsibilities
• OMH: 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.
• 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 (e.g., safe housing, a clearly defined assignment with an organization that shows real interest in working with a Volunteer, etc.). 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).. 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. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
• 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.

Qualifications, Skills and Experience: 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.

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;

How to Apply:

Only Electronic Submissions will be accepted. Please submit Word formatted documents to

ug-applications@peacecorps.gov

A letter of interest (maximum 1 page),

A resume (maximum 3 pages)

Names and contact information for three references (1 page)

Clearly indicate your name and the position applied for on the subject line of the cover email as well as on all the attachments: For example, “ODONG Richard Driver”. Do not write any other words in the subject line of your mail.

Deadline: 7th September 2026

NB: Only shortlisted candidates will be contacted.

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Level of Education: bachelor degree

Work Hours: 8