VACANCY ANNOUNCEMENT No.

2016-007

Deputy Director of Management and Operations (DDMO)

About Peace Corps in Uganda
Peace Corps is an international autonomous agency of the US Government with operations
in over 65 countries. It operates in Uganda by the invitation of the Government of Uganda.
Peace Corps Uganda has memoranda 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-government
agencies and organizations, community based organizations, universities, colleges and
schools who partner to enable Volunteers to provide capacity building in Literacy
Education, Health, Agriculture and Medical and Nursing Education; also aims to build
cultural understanding between Americans and Ugandans. See
http://uganda.peacecorps.gov for more details about Peace Corps Uganda.
Opening date:
Closing date:
Title:

Tuesday May 3, 2016

Tuesday May 17, 2016, 4:45pm
Deputy Director of Management and Operations
(DDMO)
Reports directly to:
Director of Management and Operations (DMO)
Supervises:
ADMIN Unit
SOW Reviewed and Revised: April 2016
Position Classification:
Personal Services Contract 40hrs/week
Location:
Peace Corps Uganda (PCUG) Office, Kampala

BASIC FUNCTION OF POSITION

The Deputy Director of Management and Operations provides management support for the budget
& finance section of the administrative unit within Peace Corps Uganda. Working under the
supervision of the Director of Management and Operations (DMO), the incumbent is responsible
for administrative and financial support to approximately 180 Peace Corps Volunteers and 55 Staff
Members. This includes operational and management functions related to budget formulation and
execution of various budget appropriations and sponsor codes, including congressional
appropriated funds, medical funds, Peace Corps Response, and PEPFAR funds, totaling over $6.0
million USD. Additional oversight includes cashiering and procurement/contracting
responsibilities. The DDMO maintains and develops responsive and effective administrative
procedures and ensures there is ongoing evaluation of their effectiveness. S/he also provides
technical advice and guidance to staff and Volunteers on a variety of policy and post management
issues. The DDMO is an Extended Senior Staff member and provides back-up to the AO for Senior
Staff meetings/discussions and is involved in all aspects of Peace Corps operations, including
programming, training, and volunteer support.

This is a supervisory position involving oversight and direction of a variety of business

management and operations functions, such as procurement of services (contracts) and supplies,
fiscal controls and accountability, management of office staff (including Administrative Assistant,
Financial Assistants and Travel Specialist), and other operational components essential to the
overall operations of Peace Corps Uganda . Duties require the exercise of initiative and
independent judgment in devising, installing, monitoring and revising, as necessary, new work
methods and in applying complex rules, procedures and regulations. Work environment is
characterized by systematic changes, heavy workload periods, (pre-service training season and
workshop/conferences periods), multiple simultaneous tasks, and continuous growth of Peace
Corps Uganda Program.
The DDMO will provide backup support in all areas of the Administration section, as needed.
Budgetary, Administrative and Financial Management
40% of time
1. The DDMO serves as the technical lead on budgeting and financial management issues and
activities, including budget preparation and analysis. In collaboration with the DMO,
determines the fiscal budget and human resources requirements and controls expenditures.
Determines resource requirements and recommends resource allocations based on priorities
and needs; and allocates funds across multiple programs for multiple fiscal years.
2. Serves as Contracting Officer in accordance with Peace Corps Acquisition Policies and
Procedures. Signs new leases and new PSCs NTE 50,000 USD, overseas procurements NTE
25,000 USD, and US based procurements NTE 3,000 USD. Ensures that proper procurement
processes are followed for the acquisition of goods and services and the execution of contracts
and leases, and that the integrity of the procurement process is upheld at post.
3. Assists the DMO with yearly budget operating plan formulations through analysis of prior year
costs factors and anticipated changes in program operations and market factors.
4. Adheres and interprets rules of financial management. Provides financial advice and guidance
on reprogramming funds and unfunded requests. Ensures that an adequate system of internal
controls is in place for post's fiscal management operations. Adheres to budget and financial
reporting deadlines and assists with the periodic budget reviews.
5. Directs management of the PEFAR budget, referenced to Country Operating Plan for proper
funds expenditures.
6. Performs all daily financial transactions using Agency-standard computer software (FORPost);
prepares cashier disbursements, collections and Travel Advances. Ensures all transactions are
charged to the appropriate Fiscal Year and that all support document/obligation documentation
is on file. Informs DMO of any discrepancies in accounting data.
7. Serves as Primary Contact with PC/Washington on any Financial Matters and on any trouble
shooting Matters of the Financial Management System, FORPost.
8. Interacts with the U.S. Embassy, USAID and other USG Agencies on financial matters and
serves as the Peace Corps Representative on the ICASS Budget Committee.
9. Develops and maintains good working relationships with local vendors. Directs the preparation
and timely receipt of vendor payments ensuring that all financial matters are handled in
accordance with established regulations and policies.

10. Adheres to a strict schedule of weekly preparation and filing method of non-cashier vouchers.
Ensure that payments are made to volunteers, trainees, staff and external vendors in a timely
manner and are compliant with agency policy, including proper documentation of, but not
limited to fiscal coding, bona fide need and competition. Maintain complete financial files and
historical payments records in a manner that is compliant with agency regulation and USG
regulations on record retention and destruction. Be the primary relationship owner for banking
activities and ensure that all bank account are reconciled on a monthly basis.
11. Prepares service contracts for vendors, Leases and Purchase Orders ensuring that these
contracts are properly documented and compliant with USG government, and agency policy.
12. In the absence of the DMO, provides guidance for general cashier operations ensuring that they
are provided in a consistent, secure, and accurate manner; determines if cashier accountability
is adequate to meet post needs especially during high peak training period; approves imprest
fund transactions including payments, collections, interim advances and replenishments.
13. Assists with financial reviews and analyses conducted by the Administrative staffproviding
guidance on the appropriate methodology for such reviews/analyses and reviewing the related
review/analytical reports. Participates in the Post Integrated Planning and Budget System
(IPBS) annual discussions and periodic strategic reviews with post management to provide
input on the plans implications on the posts control and funding environment.
14. Acts as the Cashier Verification Officer over the imprest fund. Explores ways of reducing cash
transactions by exploring alternative methods of payment in accordance with Treasury
Regulations
15. Serves as the secondary Centrally-Billed Purchase Card Holder making approved payments
with the Citibank credit card in person or on-line. Reconciles the Citibank statement on a
monthly basis and maintains updated records and purchase log.
Human Resources Management
30% of time
1. Serves as Posts Human Resource Management Manager on any Personal Services Contract
issues such as payments and benefits package.
2. Serves as backup point of contact for staff with questions regarding Local Compensation plan
and US Government Policy.
3. Reviews and if necessary prepares short term and long term Personal Service Contracts
ensuring that these contracts are properly documented and compliant with USG government,
and agency policy.
4. Maintains and updates PSC files ensuring that all relevant information (including safety
clearances, performance review, initial selection, etc.) are documented properly.
5. Directs the overall review schedule of performance reviews at Peace Corps Uganda and works
with the Country Director to ensure that reviews and performance is documented on an annual
basis.
6. Participates in the selection and interviewing process of new Peace Corps staff.
7. Participates in the review of changes to the Local Compensation Plan on an as needed basis.
8. Communicates with Peace Corps/HQ in the modification of PSC contract templates, as needed.

Administrative and Volunteer Support

30% of time
1. In coordination with posts programming and training staff, provides effective administrative
support on posts programming and training activities.
2. Develops administrative manuals, handbooks, and procedural memos to document internal
policies and procedures; and provides technical assistance and guidance to the CD and other
staff on administrative policies, operations, and issues.
3. Responsible for the maintenance, organization and update of all administrative hardcopy & efiles includes vendor records, contracts, leases, financial documentation and personnel files.
4. Serves as the Manager of the Volunteer In-Country Allowance (VICA) System, monitoring all
Volunteer payments and schedules to ensure timely receipt of Volunteer allowances and
reimbursements. Coordinates with Training Secretary on upcoming training events to ensure
timely deposits of per diems through VICA. Answers any questions from Volunteers on
financial issues.
5. Interacts with Volunteer Financial Services at PC/Washington on any financial or other
Volunteer matters and assists Volunteers to understand and comply with approved
administrative procedures and policies.
6. Ensures that the Travel Coordinator and FAs have drafted Travel Authorizations for all routine,
non routine and emergency staff and Volunteers travel. Assists Travelers on preparation of
Travel Reimbursement Vouchers and outstanding Travel Advance clearance.
7. Assists the DMO and CD on any emergency or crisis situations in-country and pertaining to
PCV problems.
8. Provides logistical regional support to PC Uganda training events as needed.

Safety and Security of our volunteers is Peace Corps number one priority. All staff,
including this position, has a role in the Volunteer and Trainee (V/T) safety support
system. The contractor shall become familiar with Peace Corps Manual Section 270
(Volunteer/ Trainee Safety and Security) and the Emergency Action Plan at Peace Corps
Uganda, including the role of this position in an emergency situation. Contractor shall
become familiar with protocols for reporting and responding to safety and security
incidents and report all safety and security concerns expressed by V/Ts to the Safety and
Security Officer, and CD as soon as possible. When appropriate, the contractor shall
support Safety and Security for V/Ts by assisting them to adopt culturally appropriate
lifestyles and exercise judgment that promotes safety and reduces risk in their home, at
work, and while traveling in Uganda.
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.
The Contractor is subject to worldwide availability and may be requested by the Peace
Corps to be reassigned or transferred permanently to another Peace Corps
Post/Headquarters or perform temporary duties (TDY) as required and to travel to other
4

assignments within Peace Corps as assigned. Any such reassignment or transfer shall be
subject to agreement of the Contractor. The Statement of Work as defined will remain the
same; however the duties may be subject to change as determined by the Contracting
Officer.
QUALIFICATIONS
Education: Bachelor degree in Business Administration is required. An advance
degree in Business Administration or Management is preferred.
Work experience: The candidate must have at least 10 years of practical experience
in managing an Administrative unit. Previous experience working with the US
Government is highly desirable.
Languages: Excellent written and verbal communication skills in English.
Skills and abilities: Excellent computer skills. Knowledge of Microsoft Office,
financial software and internet is a must. Previous experience in a fast paced work
environment. Excellent interpersonal skills. The person must feel comfortable
working collaboratively with colleagues from multicultural backgrounds.
Note: Applicant must be legally able to work in Uganda

POSTION ELEMENTS
Supervision Day-to-day reporting to the DMO. The DDMO will have supervisory duties
over the Administrative team.
Nature, Level, and Purpose of Contacts:
PC/W and the regional staff provide guidance and assistance to accomplish the
objectives of this contract. PC/W is also the source of a great deal of informational
resources to support the activities of Peace Corps volunteers.
Country staff and DDMO work collaboratively with all other Peace Corps Uganda
staff to design and support Peace Corps activities in Uganda.
The DDMO will work collaboratively with the Director of Management and
Operations, General Services Manager, training staff, sector Program Managers,
Peace Corps Medical Contractors, the Safety and Security Coordinator, and other
Administrative staff on reimbursements requests by PCVs, staff and vendors.
The DDMO will work collaboratively with local, regional and headquarters Peace
Corps staff to effectively meet the Peace Corps world-wide strategic goals.
The DDMO is in contact with most Peace Corps staff, Volunteers and Trainees in
order to assist with financial transactions.
The DDMO is in contact with many vendors doing business with the Peace Corps
in order to make payments, reservations, and collections as needed.
Logistics Work will primarily be performed in an office setting at the Peace Corps office
in Kampala, Uganda. Site visits and travel outside of the office may be required. Logistical
support is largely provided by the Administrative Section at post, other posts in the region
and by PC/W.
Time Required to Perform Duties: The DDMO is contracted for a base year of
approximately six (6) months, with four (4) one (1) year option periods. The DDMO shall
5

not work less than 40 hours per week in office/classroom and conference settings. The
DDMO is paid per day on a bi-weekly basis. Work days may vary in length according to
the needs of the program, and may include holiday, weekend and evening work
Authority to Make Commitments:
The DDMO will have the authority to make commitments of USG funds.
Time Required to Perform Full Range of Duties:
The time required for a qualified individual without experience in Peace Corps to perform
fully and adequately duties of this position is 1year.
How to apply
Only Electronic Submissions will be accepted.
Please submit a Word formatted letter of interest, resume, names and contact information
for three references to applications@ug.peacecorps.gov .
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 Nansubuga Rita_DDMO for the
DDMO Position. Do not write any other words in the subject line of your mail. Submitted
documents become the property of the Peace Corps and will not be returned.
You will be contacted ONLY if you are deemed qualified. If called for an interview, you
will be expected to bring a reference letter from your area Local Council (LC1) as well as a
copy of your academic credentials. If non Ugandan, please show your work permit.