Job Title: Administration Officer
Organisation: Baylor
College of Medicine Children’s Foundation -Uganda (Baylor-Uganda)
Duty Station:
Kampala, Uganda
About US:
Baylor College of
Medicine Children’s Foundation -Uganda (Baylor-Uganda) is an indigenous
not-for-profit child health and development organisation affiliated to the
Baylor College of Medicine International Paediatric AIDS Initiative (BIPAI), a
Network of paediatric HIV/AIDS care and treatment Children’s Clinical Centres
of Excellence and international program offices in 11 countries across Africa
and Eastern Europe.
Job Summary: The Administration Officer will perform routine
clerical and administrative duties, and assisting the project coordinator with
all aspects of administrative management including; logistics, organizing
project’s files and documents, directory maintenance, scheduling appointments
and meetings, equipment and storage and supporting other staff.
Key Duties and Responsibilities:
·
Support
the field implementation teams with processing activity requests,
accountabilities and payments, and maintain a document tracker to facilitate a
systematic, timely flow and review of documents by the relevant authorities.
·
Organise
and schedule appointments, project meetings, taking accurate minutes and
confirmation of attendance for required participants.
·
Make
travel arrangements and prepare requests for travels related to project and
travel reimbursements for project staff.
·
Supervise
clerical duties of the project including scanning, photocopying, biding and
maintaining appropriate filing system for all project reports and assisting in
the preparation of regularly scheduled reports.
·
Place
and expedite orders for project supplies to procurement and administration
units, verify receipt of supplies, and support the field teams with all
logistics required for implementing project activities.
·
Maintain
supplies inventory by checking stock to determine inventory level, anticipating
needed supplies and updates the project coordinator for action.
·
Ensure
operation of equipment such as motorcycles by completing preventive maintenance
requirements, calling for repairs, and maintaining equipment inventories.
·
Maintain
contact lists of all project stakeholders, and write and distribute e-mails,
correspondences, memos, letters to partners when asked and on behalf of the
project manager and other staff.
·
Coordinate
between departments and operations unit in resolving the day today
administrative and operational problems.
Qualifications, Skills and Experience:
·
The
applicant must hold a Bachelor’s degree in business administration, social
sciences, organization psychology or relevant degree with relevant experience
in a similar busy role.
·
Three
years of relevant work experience
NOTE:
·
Applications
should include a cover letter, CV, daytime telephone contact, three traceable
professional references and certified UNEB certificates as well as certified
University Transcripts
·
You must
have at least a credit 6 in MATHEMATICS and ENGLISH at Ordinary Level (UCE).
Only shortlisted candidates will be contacted for interview. Please note only
shortlisted candidates will be contacted.
How to Apply:
All qualified and
interested candidates should apply online at the link below.
Deadline: 12th March 2021
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