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Job Title: Project Administrator

Organisation: Uganda Heart Institute (UHI)

Duty Station:  Kampala, Uganda

Reports to: Project Coordinator

About US:

Uganda Heart Institute was legally established in 2001 as a Company limited by guarantee of its founding Bodies namely, Mulago Hospital, Ministry of Health, Makerere University and Uganda Heart Foundation. In UHI therefore commenced operating as a semi-autonomous Unit under Mulago Hospital. The purpose of the registering UHI as a limited Company was to fasten the growth and development of the Institute, by enabling it to solicit for funds and manage its resources at source.

Job Summary: The Project Administrator will provide administrative support to ensure that the project operations are maintained in an effective and efficient manner.

Key Duties and Responsibilities:

• Update and coordinate the calendar for the project unit and project coordinator
• Receive schedules for meetings, organize venues and logistics, rooms and take the meeting minutes.
• Coordinate the transport of the project and track the movement of vehicles through the fleet management system in place.
• Process, utilize and account for all the imprest in line with approved budget for the project.
• Generate reports on the utilization of imprest in the project to inform any budget adjustments.
• Liase with the procurement function to ensure all project procurement needs are met in a timely manner
• Receive requests and make e-procurement requisitions viii. Follow up with the procurement team on the requisitions
• made including (office supplies and tea supplies) and ensure items requested are procured and delivered effectively.
• Conduct periodic stock taking of office items and update inventory respectively.
• Prepare reports and presentations with statistical data, as assigned
• Arrange travel and accommodations for the project team xii. Maintain and update company databases
• Update office policies as needed
• Procure monthly office supplies and compile accountability reports for further management.
• Liaise with external suppliers/ contractors to ensure they deliver services as per the requirements/ standards.
• Replenishment of the first aid box in liaison with other stakeholders from time to time.
• Monitor the utilization of office assets/ equipment and supplies and ensure fixing of all maintenance issues that may arise from time to time.
• Conduct periodic stock taking of office items and update the inventory accordingly.
• Implement the health and safety policy elements at the project office.
• Initiate payments for staff salaries and other lawful emoluments

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Qualifications, Skills and Experience:

• The ideal applicant must hold an honors Bachelor’s degree in social work and social administration OR Social Sciences OR Management Science OR Development Studies OR equivalent qualifications from a recognized University/Institution
• Must possess a post graduate diploma in management studies
• Computer skills in word processing, spread sheets, power point
• At least five years of experience in management and administrative work in a reputable organization
• Experience in Health related projects will be added advantage
• Experience in construction project administrative work will be added advantage
• Basic training in client relationship management or customer care

How to Apply:

Applications are invited from suitably qualified Ugandans to fill the under listed posts. Eligible persons should address their applications including a cover letter, copies of their academic/professional certificates and practicing licenses, curriculum vitae (CV) and other relevant documents, to the Executive Director, Uganda Heart Institute, P.O. Box 37392, Kampala. Applications can also be hand delivered to Uganda Heart Institute Headquarters,

Mulago –Kampala. Online applications should be sent on the UHI official e-mail info@uhi.go.ug

Deadline: 30th December, 2022.

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