NGO Jobs – Project Administrator at Medical Research Council/ Uganda Virus Research Institute

Organization: Medical
Research Council/ Uganda Virus Research Institute (MRC/UVRI) Uganda
Duty Station: Entebbe,
Uganda
Reports to: Unit Director
Project
About MRC/UVRI:
The MRC/UVRI Uganda Virus Research Unit on AIDS conducts large-scale
epidemiological and intervention studies, clinical trials, virological and
immunological research and behavioural studies, and has generated a wealth of
research results that have been used to inform policy and practice, and that
have led to a large number of scientific publications in peer reviewed journals
over time.
The MRC/UVRI with the Sanger Institute is setting up the MRC/UVRI
Ugandan Medical Informatics Centre (UMIC) that will be located at the UVRI
campus in Entebbe. It will be closely associated with the Ugandan Ministry of
Health and other educational and research Institutes in Uganda, as well as
pan-African research centres as part of established collaborations with
MRC/UVRI. The central aims of this project are: (1) to develop a medical
informatics in Uganda and (2) to develop human research capacity in medical
informatics and computational genomics in sub-Saharan Africa (SSA) in
collaboration with UK and SSA centres. The UMIC is being developed to
capitalise on technological advances in genomics and to ensure the efficient
utilisation of data resources in clinical epidemiology and large scale genomics
across SSA from on-going research programmes.
Job Summary: The Project
Administrator will be responsible for administration of the MRC/UVRI Ugandan
Medical Informatics Centre (UMIC) as a successful centre for high performance
computing, for projects using the computational resources of the UMIC and for
ensuring that the UMIC’s resources are used efficiently and effectively. The
jobholder will be responsible for ensuring the delivery and directly supporting
the ongoing sustainability of this project and specifically for:
  • Technically support and coordinate the
    various activities of the UMIC (computational, scientific, training among
    others)
  • Planning and coordinating appropriate
    procurement and installation of additional resources
  • Coordinating the training of UMIC staff
  • Planning for the sustainability and
    resourcing of the UMIC
  • Integrating the UMIC’s governance
    structures with those of the APCDR
  • Ensuring all project deliverables are
    reported on and reports drafted to meet within strict deadlines
The project administrator will be accountable for all administrative
support required by the UMIC and its personnel.
Key Duties and
Responsibilities: 
1. Project Administration – to support both the implementation and
on-going development of the UMIC:
  • Oversee the allocation and management of
    the UMIC’s resources, e.g. Human resources, offices, computational
    facility and liaise with MRC and UVRI staff as appropriate (e.g. regarding
    accommodation, transportation etc.)
  • Overseeing and coordinating the UMIC’s
    administrative and operations staff, dealing with staffing personnel
    issues
  • Ensuring efficient and effective operation
    of all facilities, logistics and support services at the UMIC
  • Manage budget(s) liaising with funding
    partners and the UMIC Steering Committee and producing reports as
    required.
  • Develop, review and coordinate internal
    organisation and work arrangements to support and ensure the delivery of
    the project. Drive the agenda and organize the business of the UMIC
    Steering Committee and its sub-committees (Capacity Building &
    Research Training and Infrastructure Development) ensuring issues are discussed
    and decisions taken in a timely manner, taking all minutes and
    distributing them .
  • Perform administrative and operational
    related decisions made by and directions from the UMIC Steering Committee
    and its sub-committees.
  • Responsible for developing and maintaining
    awareness of external initiatives, considering their potential impact on
    the set up of the project and co-ordinating with external projects and
    funding partners
  • Establish and manage relationships with
    relevant contractors and stakeholders, receive visitors and show them
    around the UMIC. Provide a point of contact for questions and feedback
    regarding the project and operations.
  • Build and maintain strong working
    relationship with the MRC/UVRI and MRC central administration on behalf of
    the project. Provide high-level administrative support to the project.
  • Work closely with leadership of the UMIC
    to ensure smooth and fair interaction between the different teams to
    ensure equitable utilisation of resources.
  • Support the UMIC Steering Committee with
    future resource planning for UMIC.
  • Assist with developing the UMIC in
    conjunction with the UMIC Steering Committee.
  • Assisting projects/programmes with their
    administrative/logistical/resources planning for the UMIC.
  • Ensure adherence at all times to the UMIC’s
    standing financial instructions and SOP’s.
  • Ensure accurate and timely preparation of
    monthly UMIC financial returns.
  • Ensure data regarding petty cash, IT and
    electrical issues and spare parts are accurately complied and reported.
    Performing analytical review of the monthly expenditure to identify and
    investigate any significant variations from pre-determined monthly
    consumption.
  • Overseeing management of the UMIC stores.
  • Working closely with the UMIC Steering
    Committee and MRC/UVRI on staffing requirements at the UMIC.
  • Responsible for planning and when
    appropriate conducting new employee orientation.
  • Overseeing, and where appropriate, leading
    staff training initiatives at the UMIC.
  • Ensuring fair allocation of space,
    resources, accommodation for different projects and programmes working at
    the UMIC.
  • Overseeing management of the visitors and
    organisation of their work, travel and accommodation arrangements.
  • Attend and take minutes of Admin
    leadership group meetings in Entebbe and UMIC Steering Committee meetings
    (either in-person or via teleconferencing).
  • Undertake all work following the relevant
    safety rules and regulations as laid down in the MRC safety manual.
2. Communication – support:
  • Actively communicate to the network of
    stakeholders [internal and external] associated with the Project; this
    will include using advanced communication skills together with regular use
    of presentation skills including the use of PowerPoint and Audio visual
    aid e.g. Video conferencing equipment.
  • Responsible for active involvement and
    engagement of sponsors, key stakeholders and pan public sector agencies.
    Ensure collaborative working.
  • Establish appropriate working links with
    senior stakeholders and manage the communication/administrative officers.
  • In charge of interaction with individuals
    and groups.
  • Ensure that processes exist for effective
    communication with staff, irrespective of working patterns, that staff
    involvement in decision making is positively encouraged and that staff are
    fully engaged in changes affecting them.
  • The Project Administrator will be required
    to support the IT systems lead and Programme stakeholders in order to
    plan, execute and monitor the implementation of the project.
3. Supporting the UMIC leadership to manage change within short times
frame:
  • Highlight to the UMIC Steering Committee
    any decisions that need to be taken and that involve a number of
    complicated situations where pre-determined solutions are not necessarily
    available, and ensure solutions and decisions of the UMIC Steering
    Committee are implemented in a timely manner.
  • Where appropriate, identify, develop and
    implement appropriate education, training and development programmes to
    support implementation and integration of the project to sustain long term
    success.
  • Maintain an understanding of best practice
    nationally and internationally to support the strategic development of the
    project. Ensure that this is shared as appropriate.
4. Management of resources – manage all resources associated with the
Programme (human, physical and financial):
  • Scope and define technical staff
    requirements and oversee recruitment and training of new staff.
  • Significantly contribute to the definition
    of requirements for new staff positions and drive the process forwards.
  • Contribute to the definition of
    appropriate work structures and processes.
  • Co-ordinate equipment specification,
    purchase, installation and testing.
  • Ensure appropriate arrangements are in
    place for managing regulatory issues
  • Manage budgets for science and
    infrastructure components of the project as defined by the UMIC Steering
    Committee.
Qualifications, Skills and
Experience: 
  • The applicant should hold a Bachelor’s
    Degree in a relevant subject
  • Possession of a Master’s degree in a
    relevant subject
  • Extensive background in the Life Sciences
    coupled with the ability to quickly assimilate relevant scientific and
    technical details
  • Past programme/Project Management
    qualification, e.g. PPM, MSP, Prince
  • Possess the ability to communicate
    effectively to different organisations and audiences; including formal
    presentations e.g. Board Level
  • Demonstrate an ability to provide, receive
    and record communications, electronically, orally and written
  • Ability to overcome barriers associated
    with conveying complex technical information to a non-technical audience
  • Ability to organise, plan and prioritise a
    diverse range of complex projects to meet
  • statutory and other deadlines typically
    involving other disciplines/organisations
  • Ability to work closely with a variety of
    stake holders and commercial suppliers form professional working
    relationships.
  • Ability to develop and maintain effective
    working relationships with team members and other staff
  • Can demonstrate initiative, creativity,
    flexibility and a personal ethos of continuous improvement and problem
    solving
  • Show an ability to gain and understand of
    other professionals ‘problem solving’ requirements
  • Ability to focus, concentrate and
    accurately complete tasks within given timeframes while dealing with
    unscheduled interruptions e.g. changing priorities
  • Ability to manage implementation of the
    projects and implementation across organisations
  • Possess the ability to translate strategy
    into action
  • Demonstrate additional specialist
    knowledge and expertise e.g. advanced presentation and facilitation skill,
    and a management qualification e.g. Cert. in Management
  • Arrange meetings with appropriate
    attendees and direct the organisation of travel arrangements
  • Possess the ability to keep the project on
    track from an administrative standpoint; reassess priorities appropriately
    and alter deadlines and work as appropriate
  • Previous work experience required:
  • Significant broad range of experience at
    senior administrative level evidenced by a broad portfolio of work across
    public or private sector
  • Excellent track record of supporting
    significant projects that involve a wide variety of international
    stake-holders
  • Prior experience of managing significant
    budgets
  • Past experience of working with commercial
    suppliers and external agencies
How to Apply:
All candidates should send their applications including copies of
academic qualifications, curriculum vitae and names plus telephone contact
details of three (3) referees should either be addressed to: The Human
Resources Manager, MRC/UVRI Uganda Research Unit on AIDS, Uganda Virus Research
Institute, P. O Box 49 Entebbe, Uganda or send by email:
recruitment@mrcuganda.org
NB: Only short listed
candidates will be contacted for interviews
Deadline: 1st August
2014 by 5pm

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