Fresher Administrative Assistant USAID MAPD Program Jobs – Infectious Diseases Institute (IDI)

Organisation: Infectious
Diseases Institute (IDI)
Project Name: USAID Malaria
Action Program for Districts (MAPD)
Duty Station: Kampala,
Reports to: Project Manager
About Us:
The Infectious Diseases Institute (IDI) is an international non-profit
organization which is a partnership of infectious diseases and public health
specialists. The overall objective of the IDI is to strengthen health systems
with strong emphasis on Infectious Diseases, through Research and Capacity
Development. IDI has five operational areas through which it works to achieve
its mission: Prevention, Care and Treatment; Training, Research and Laboratory
services (provided through a partnership with the Makerere University – John
Hopkins University Core Lab) and Outreach.
About USAID MAPD Program:
The Malaria Action Program for Districts (MAPD) is a five-year project
funded by U.S Agency for International Development (USAID)/PMI. The project
aims to prevent and control Malaria illnesses and deaths in order to minimize
the social-economic effects of the disease among the overall population of
Uganda especially in children under-5 years of age.
Key Duties and Responsibilities: 
The Administrative Assistant will perform
general project administrative duties at IDI such as filing, faxing, and
copying, typing and binding documents;
Take meeting minutes, type them and distribute
them and perform minor data entry as and when required. He/she will upload
and/or distribute project management documents;
Ensures adequate communication of finer details
to selected activity implementers and other beneficiaries;
Receives and archives documents related to MAPD
Distribution of schedules and necessary training
materials to trainers, trainees and other stakeholders;
Follows-up to ensure resources required for
activity implementation are in place;
Participates in preparation of payments to
trainers and trainees as directed;
Periodically communicate with MAPD alumni on
issues of continuing medical education;
Actively participates in report writing;
Arrange for mailing and courier services, manage
project calendars (creating meeting, lunches, etc.);
Update project contact lists and organization
chart updates and assist with document control;
Provide general administrative and secretarial
support to program staff, and to program consultants as appropriate;
Compose written communication related to the
project; oversee distribution of messages, letters, and other written
materials, as requested, to program partners;
Schedule all program meetings; attend and take
minutes as appropriate;
Develop a database of contact information;
maintain distribution lists for various kinds of program communication;
Establish and maintain a manual and electronic
filing/record-keeping system for easy storage and retrieval of documents,
reports and correspondence related to the project;
Ensure that office supplies and equipment are
maintained; and
Perform any other responsibilities as assigned.
Qualifications, Skills and
The applicants for the USAID MAPD Administrative
Assistant career opportunity should hold a Bachelor’s degree in a relevant
One year of relevant work experience;
Previous experience in handling logistics for a
facility-based training for health workers is a must;
Prior exposure and experience in entering data
related to training in an electronic data bases such as Management Information
System for Training (MIST) and T3.NET is a must;
Exceptional secretarial skills, including
advanced abilities in word-processing, spreadsheets, filing, and general
computer use; knowledge of MS Excel, Word and other common software programs is
Excellent communication and interpersonal
skills; strong writing skills are essential;
Capability to perform difficult typing/word
processing duties; knowledge of written communication formats and composition
of such communications is crucial;
Knowledge of general office practices and procedures
particularly in filing, gathering and compiling information;
Proven ability to work independently and with
minimal supervision;
Good team player
How to Apply:
All suitably qualified and interested candidates are encouraged to hand
deliver their application letters with detailed CVs, naming at least two
professional referees, to:
The Manager, Human Resources,
Infectious Diseases Institute,
P. O. Box 22418, Kampala.  Uganda
Email to:
Deadline: Tuesday, 8th November
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