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: [email protected] 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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