NGO Admin Jobs – Senior Administrative Assistant at MRC/UVRI Uganda

Duty Station: Entebbe, Uganda

About MRC/UVRI Uganda:
The MRC/UVRI Uganda Virus Research Unit on AIDS based at Uganda Virus Research Institute (UVRI) in Entebbe is hosting the Wellcome Trust Advisor for Africa. The Wellcome Trust is a global charitable foundation dedicated to achieving extraordinary improvements in human and animal health. The Trust supports a breadth of activities including public engagement, education and the application of research to improve health. The Trust is independent of both political and commercial interests. The Special Advisor for Africa supports Wellcome Trust’s initiatives, represents the Trust on boards and prepares reports and briefs for the Trust.

Job Summary: To be the point of contact, provide administrative and other support while ensuring the smooth running of the Office of the Wellcome Trust Special Advisor (SA) for Africa,

Key Duties and Responsibilities:
·         Arrange for one-on-one teleconferences between the SA and the Head of international activities of the Wellcome Trust in London;
·         Manage the AS’s calendar including scheduling appointments, meetings and teleconferences;
·         Ensure continuous availability of supplies to the Office of SA, make timely requisitions and accountabilities.
·         Offer secretarial services to the SA including taking minutes, preparing papers and documentation for meetings and teleconferences, and dealing with other office correspondence including taking telephone calls;
·         Ensure accurate filling and retrieving of electronic and hard documents and correspondence.
·         Arrange for local and international travel in a timely manner, liaising closely with the Meetings & Travel department of the Wellcome Trust in London; and the fleet supervisor at MRC Organise workshops and meetings in which the Advisor is playing a hosting role
·         Monitor the operational budget and the use of resources in the hosting arrangements processing expense claims and advising the Advisor accordingly
·         Organise debriefing sessions and updating meetings as required.
·         Input travel, holiday and sickness requests and reports into the Trust’s staff management system and extract information from the system and present it as requested by the SA.
·         Providing general advice to external contacts;

Qualifications, Skills and Experience:
·         Minimum Diploma/Degree in Secretarial Studies.
·         At least five years’ experience of working as a Personal Assistant or demonstrably running an office.
·         Knowledge of office administration procedures
·         Knowledge of Microsoft office applications including word, excel, PowerPoint and outlook.
·         Excellent command of English both written and spoken Very good analytical, Organisational and problem solving skills Excellent interpersonal skills including demonstrable flexibility with different teams;
·         Very effective organizational and time management skills Experience in a similar role in an international organisation is an advantage.
·         Experience of working in a multicultural environment and dealing with contacts and colleagues in different countries is also an advantage.
Terms and Conditions: The successful applicant will serve a :’ year contract with a possibility of renewal inclusive of 6 months’ probation. Other terms and conditions for the post are specified In the MRC staff code. A good salary commensurate with qualification and experience will be offered to the successful candidate.

How to apply:Applications including a personal statement, copies of academic qualifications, curriculum vitae and names plus telephone contact details of three (3) referees should be addressed to the bellow address or email. Only shortlisted candidates will be invited for an interview and written test.
The Human Resources & Administration Manager,
MRC/UVRI Uganda Research Unit on AIDS
P.O. Box 49, Entebbe or send by email: mrc@mrcuganda.org

Deadline: 22nd March 2013

NB: Only short-listed candidates will be contacted for interviews
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