Administrative Assistant Jobs – Makerere University Joint AIDS Program (MJAP)

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Job Title:   Administrative Assistant

Organisation: Makerere University Joint AIDS Program (MJAP)

Duty Station:  Kampala, Uganda

Reports to: Administrative Officer

 

About US:

Makerere University Joint AIDS Program (MJAP) is a private-not-for profit Company under Makerere University. MJAP works to build partnerships and strengthen health systems to optimally respond to HIV/AIDS, TB, Non-communicable diseases (NCDs) and other diseases of public health importance in Africa.

 

Job Summary:  The Administrative Assistant – (Voluntary Male Medical Circumcision – VMMC) will provide support for general office operations and effective implementation of VMMC activities, in accordance with MJAP’s administrative policies.

 

Key Duties and Responsibilities:

  • Assisting the VMMC Team Lead in developing, reviewing, implementing and monitoring the administrative component of the VMMC work plans and budget.
  • Working closely with the VMMC Team Lead to make requisitions for conducting project activities, based on the approved work plan and budget
  • Liaise with the accounts office to process payments for the timely implementation of activities and submit timely accountabilities.
  • Monitor the VMMC budget utilization viz-a-viz the approved work plans
  • Assisting the Administrative Officer in maintaining and monitoring the proper utilization of VMMC program equipment and assets by reporting any potential security issues; and providing preventive mechanical maintenance.
  • Preparing and following up requisitions for VMMC operations activity funds and accountabilities.
  • Receiving office petty cash and submitting accountabilities with the relevant supporting documentation to the Accounts office.
  • Receiving visitors, correspondences (manual and electronic), distributes and relays them to the concerned people as soon as they are received.
  • Taking minutes of the VMMC Program meetings and filing all program documents in appropriate files.
  • Assisting with documentation, photocopying, requisitions, orders, etc. and day-to-day activities to facilitate effective and smooth operations of the VMMC program.
  • Initiates requisitions for monthly payments of program utility bills.
  • Assisting the Administrative Officer in organizing logistics for trainings and workshops by making calls for bookings of hotels/venues for meetings/workshops
  • Conducting quarterly verification and physical counting of all MJAP assets and submit a report to Administrative Officer.
  • Prepare and submit accurate, and timely monthly administration reports to the supervisor
  • Liaising with the Makerere University Hospital administration to ensure a clean environment for staff and patients at the Hospital, the offices at Lincoln Flats; and custodian of office keys at Lincoln




Qualifications, Skills and Experience:

  • The applicant must hold a Bachelor’s Degree in Finance, Accounting, Business Administration and/or related field from a recognized institution.
  • Three years of relevant working experience in office management and administration in a reputable NGO.
  • Extensive Computer knowledge in Microsoft Excel, Vision Excel, Word, PowerPoint, SUN Accounting and Access.
  • Good knowledge of logistical operations is desirable
  • Computer skills including MS Office or equivalent and use of internet or email
  • Great Communication skills, Excellent customer care, and interpersonal skills
  • Strong management and analytical skills.
  • Ability to be flexible, work independently, prioritize tasks, and meet deadlines

 

How to Apply:

All suitably qualified and interested candidates should apply via the email below and submit their cover letters, detailed curriculum vita and copies of relevant academic documents to: hr@mjap.mak.ac.ug addressed to; The Human Resource Manager, Makerere University Joint AIDS Program (MJAP)

 

The Application letter, CV and certificates be attached as one document; and should not exceed 5 MB.

 

NB:

  • MJAP is an equal opportunity employer and does not charge a recruitment fee or any other fees at any stage of the recruitment process.
  • MJAP is proud to be an Equal Employment Opportunity employer. We value and seek diversity in our workforce.

 

Deadline: 18th March 2022 at 5:00pm

 

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