Training Secretary/Logistician

About this role

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 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.

Responsibilities

• 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 (P ST ) 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
• Training Secretary/Logistician SOW August 2026 4
• 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.

Requirements

• 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;