Job Title: Office Administrative Assistant – JMEDDIC
Organisation: Makerere
University Walter Reed Project (MUWRP)
University Walter Reed Project (MUWRP)
Duty Station: Fort Portal, Uganda
Reports to: Study
Coordinator
Coordinator
Position Number: 035/016
About US:
The Makerere University Walter Reed Project (MUWRP) is a non-profit HIV
research program that was established in 2002 as a result of a memorandum of
understanding between Makerere University and The Henry M. Jackson foundation
for Advancement of Military Medicine Inc. of USA (HJF). The primary purpose of
MUWRP is to develop, evaluate and provide interventions to mitigate disease
threats of public health importance to Uganda.
research program that was established in 2002 as a result of a memorandum of
understanding between Makerere University and The Henry M. Jackson foundation
for Advancement of Military Medicine Inc. of USA (HJF). The primary purpose of
MUWRP is to develop, evaluate and provide interventions to mitigate disease
threats of public health importance to Uganda.
Job Summary: The Office
Administrative Assistant – JMEDDIC will manage and coordinate all JMEDDIC
administrative activities for current and future programs.
Administrative Assistant – JMEDDIC will manage and coordinate all JMEDDIC
administrative activities for current and future programs.
Key Duties and Responsibilities:
·
The incumbent will receive Volunteers/Visitors
and put them in contact with appropriate person/department.
The incumbent will receive Volunteers/Visitors
and put them in contact with appropriate person/department.
·
Receive incoming calls cheerfully and
courteously and direct them to the appropriate staff members.
Receive incoming calls cheerfully and
courteously and direct them to the appropriate staff members.
·
Take messages accurately and refer to
person/department involved.
Take messages accurately and refer to
person/department involved.
·
Keep written log of all messages, visitors,
deliveries etc.
Keep written log of all messages, visitors,
deliveries etc.
·
Receive mail, packages etc. and refer to designated
locations.
Receive mail, packages etc. and refer to designated
locations.
·
Maintain an awareness of the location of
personnel and activities of the Project so as to be able to make accurate
referrals.
Maintain an awareness of the location of
personnel and activities of the Project so as to be able to make accurate
referrals.
·
In charge of the maintenance of the reception
area in a clean and professional manner.
In charge of the maintenance of the reception
area in a clean and professional manner.
·
Offer support in the preparation of meetings and
trainings when requested.
Offer support in the preparation of meetings and
trainings when requested.
·
Support MUWRP JMEDDIC staff with photocopying
services.
Support MUWRP JMEDDIC staff with photocopying
services.
Protocol Related Activities:
·
Schedule appointment for Volunteers using the
clinic calendar.
Schedule appointment for Volunteers using the
clinic calendar.
·
Ushers in volunteers and directs them to the
relevant medical personnel.
Ushers in volunteers and directs them to the
relevant medical personnel.
·
Handles requisitions, reimbursements and
accountability of volunteer’s stipend.
Handles requisitions, reimbursements and
accountability of volunteer’s stipend.
·
Escorts volunteers to their homes after
vaccination
Escorts volunteers to their homes after
vaccination
·
Timely receipt and tracking of laboratory
results and follow up on any delays
Timely receipt and tracking of laboratory
results and follow up on any delays
·
Maintain and update participants’ data bases.
Maintain and update participants’ data bases.
·
Handle clinic department related purchase and
cash requisitions and accountability for Volunteers’ reimbursement
Handle clinic department related purchase and
cash requisitions and accountability for Volunteers’ reimbursement
·
Ensure that Laboratory and clinic coats are
cleaned and delivered on time.
Ensure that Laboratory and clinic coats are
cleaned and delivered on time.
·
Perform any other duties as directed by the
Supervisors.
Perform any other duties as directed by the
Supervisors.
Qualifications, Skills and
Experience:
Experience:
·
The Office Administrative Assistant – JMEDDIC
should preferably hold a Bachelor’s Degree in Administration/office management
studies or related field from a recognized University
The Office Administrative Assistant – JMEDDIC
should preferably hold a Bachelor’s Degree in Administration/office management
studies or related field from a recognized University
·
A minimum of two years’ experience in a similar
position.
A minimum of two years’ experience in a similar
position.
·
Excellent telephone manners.
Excellent telephone manners.
·
Excellent communication and interpersonal
skills.
Excellent communication and interpersonal
skills.
·
Experience in a hospital/clinical/research
setting is an added advantage
Experience in a hospital/clinical/research
setting is an added advantage
·
Good computer knowledge, including but not
limited to Ms. Word, Ms. Excel, E-mail and Internet.
Good computer knowledge, including but not
limited to Ms. Word, Ms. Excel, E-mail and Internet.
·
Highly organized, detail oriented and
self-motivated.
Highly organized, detail oriented and
self-motivated.
·
Familiarity with standard electronic office
machines (phones, copier, fax etc)
Familiarity with standard electronic office
machines (phones, copier, fax etc)
·
High level of integrity
High level of integrity
·
Ability to work in a rural setting
Ability to work in a rural setting
·
Excellent Oral and Written English and Luganda
Excellent Oral and Written English and Luganda
·
Keen attention to detail
Keen attention to detail
·
High levels of confidentiality
High levels of confidentiality
How to Apply:
All suitably qualified and interested candidates should download the
application form, download here, attach
it together with application letters, CVs, Photocopies of academic
qualifications and three professional referees. The position number (Check top
of advert) and preferred location should clearly be stated in the application
letter.
application form, download here, attach
it together with application letters, CVs, Photocopies of academic
qualifications and three professional referees. The position number (Check top
of advert) and preferred location should clearly be stated in the application
letter.
Please send applications to:
The Human Resources and Administration Manager
Makerere University Walter Reed Project
Plot 42 Nakasero Road.
P.O. Box 16524 Kampala. Uganda
Deadline: 16th November 2016
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