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Job Title:    Finance and Administrative
Assistant (5 Fresher Jobs)

Organization: Infectious
Diseases Institute (IDI)

Funding Source: Centres for Disease Control and Prevention (CDC)/PEPFAR

Duty Station:
Uganda

Reports to: Field
Office Coordinator

Vacancy Code:
FAA X022

 

About US:

The mission of the
Infectious Diseases Institute (IDI) is to “Strengthen Health Systems in Africa
with strong emphasis on Infectious Diseases through Research and Capacity
Development”. IDI has six operational areas through which it works to achieve
its mission: Prevention, Care and Treatment, Training, Research, Laboratory
services (including the CAP-certified IDI Core Lab & Translational Lab),
Global Health Security and Health System Strengthening Programmes.

With funding from  Centres for Disease Control and Prevention
(CDC)/PEPFAR, and in partnership with MoH and respective District Local
Governments, IDI is implementing comprehensive HIV/AIDS services in the West
Nile region of Uganda under the project “Accelerating and Sustaining HIV
Epidemic Control and Related Diseases in West-Nile Region of Uganda under the
President’s Emergency Plan for AIDS Relief (PEPFAR), 2020-2025”. The project
supports the 12 districts of; Arua, Maracha, Madi-Okollo, Terego, Koboko,
Yumbe, Moyo, Obongi, Adjumani, Pakwach, Nebbi and Zombo.

 

Job Summary: The
Finance and Administrative Assistant will provide finance, administrative and
secretarial support to the project field office, staff as appropriate. He/she
will participate in drawing of periodic work plans/budgets-in relation to set
targets, account for all the project field funds, assets and equipment and
ensure proper utilization of project assets and equipment. S/he will develop a
database of key project contact information; maintain distribution lists for
various kinds of project communication and schedule all field office level
project meetings; attend and take minutes as appropriate.

 

Key Duties and
Responsibilities:  

·       Participate in drawing of periodic work
plans/budgets-in relation to the set targets

·       Account for all the project field funds and
ensure proper utilization of project assets and equipment

·       Develop monthly schedules to allocate use of
vehicles and supervise transport assistants

·       Support in the management of project
resources such as human resources, finances, vehicles among others

·       Prepare financial reports on a monthly,
quarterly and annual basis

·       Assist with all aspects of administrative
management, directory maintenance, logistics, equipment inventory and storage

·       Managing inventory of assets and supplies,
monitoring critical level of stocks, sourcing for suppliers and submitting
invoice

·       Coordinating between operating units in
resolving day-to-day administrative and operational problems

·       Preparing meeting minutes, meeting notes and
internal support materials.

·       Assign jobs and duties to office assistant as
required.

·       Schedule appointments and meetings with the
district and other stakeholders

·       Manages staff Leave schedules and time sheet
reporting

·       Assists in preparation of activity budgets
and expenses

 

Qualifications, Skills and
Experience:

·       The applicant must hold a Bachelor’s degree
in a finance related field

·       Additional training in accounting packages
will be an advantage

·       A minimum of two years’ relevant work
experience

·       Basic accounting and book keeping skills

·       Good secretarial skills, including advanced
abilities in word-processing, spreadsheets, filing, and general computer use;
knowledge of MS Excel, Word and other common software programs

·       Excellent communication and interpersonal
skills; strong writing skills are essential

·       Ability to perform 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

·       The ability to consistently complete multiple
requests in a timely fashion.

·       Ability to work independently and with
minimal supervision

 

How to Apply:

All suitably
qualified and interested candidates should send their CVs, including details of
email address, present position, current remuneration, Certificate/testimonials
and address of three (3) Referees plus telephone contact to the stipulated
email address. Email your application and CV to hr@idi.co.ug

 

Key Notes:

·       IDI is an equal opportunity employer and does
not charge a recruitment fee or any other fees at any stage of the recruitment
process.

·       Internal candidates who meet the required
specifications and have worked with IDI for a period of at least one year will
be given priority.

·       Make sure that your application letter, CV
(Not more than 4pages) and certificates are attached as one PDF document.

·       Indicate the Vacancy Code as the subject line
of your email.

·       Please note that if you DO NOT indicate the
vacancy code as instructed above, your application will not be considered.

·       Any form of canvassing will lead to automatic
disqualification.

·       Only shortlisted candidates will be
contacted.

 

The Senior Human Resource Manager

Infectious Diseases
Institute — IDI Knowledge Centre, Makerere University Main Campus College of
Health Sciences, Makerere University

P.O. Box 22418,
Kampala, Uganda

 

Deadline:  4^th October 2020

 

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