Job Title: Project Administration Assistant (2 Job Opportunities)
Organisation: Infectious Diseases Institute (IDI)
Duty Station: Kampala, Uganda
Job Code: PAAX004
About US:
Infectious Diseases Institute (IDI) is an independently governed institute within the College of Health Sciences at Makerere University and has the mission “To strengthen health systems in Africa, with a strong emphasis on infectious diseases, through research and capacity development.” IDI has operations across Uganda as well as in a number of other African countries and has a staffing of over 1,000 managing multiple projects in research, clinical services, public health and training.
Job Summary: The post holder will provide finance, administrative, and secretarial support to the ICYD/IDI OVC Project. He/she will 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 a database of contact information; maintain distribution lists for various kinds of project communication and schedule all project meetings; attend and take minutes as appropriate.
Key Duties and Responsibilities:
- Support day-to-day IDI OVC Project activities in the Districts.
- Participate in drawing of periodic work plans/budgets-in relation to the set targets.
- Work with the Districts & Project teams to support delivery of OVC services.
- Ensure safe custody and account for all the project field funds and ensure proper utilization of project assets and equipment.
- Develop monthly schedules to allocate use of vehicles.
- Supervise the drivers.
- 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.
- Coordinating between project operating units in resolving day-to-day administrative and operational problems.
- Scheduling and coordinating all appointments and meetings both staff and those for other stakeholders as scheduled.
- Preparing meeting minutes, meeting notes and internal support materials.
- Manages staff Leave schedules and maintain an updated staff project leave tracker
- And any other duties as reasonably assigned.
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Qualifications, Skills and Experience:
- The ideal candidate must hold a Bachelor’s degree in accounting, business administration, finance, public administration or other related fields.
- At least three years experience working in finance in a public, private sector or international NGO environment
- Working experience in institutional development, project management and conversant working with MOH systems.
- Experience in managing US government funds (rules and regulations) will be an added advantage
- Basic accounting and book keeping skills
- Excellent communication, organization and management skills
- Excellent interpersonal skills and can work in a team
- Has basic computer literacy including word processing, excel, the internet and PowerPoint.
- Ability to work independently and with minimal supervision
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Deadline: 30th October 2022
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