Project Administrative Assistant NGO Jobs – Infectious Diseases Institute (IDI)

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Job Title:   Project Administrative Assistant

Organisation: Infectious Diseases Institute (IDI)

Duty Station: Kampala, Uganda

Reports to: Project Manager

 

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 Project Administrative Assistant will provide Finance, Administrative, and Secretarial support to the CAMO-Net project, as appropriate. The administrative assistant will provide support to the Project Manager and CAMO-Net staff in the implementation of the project, managing and accounting of funds; manage communications within the CAMO-Net project and ensure proper documentation/utilization of any assets and equipment.

 

Key Duties and Responsibilities:

Administration

  • Support day to day activities of the CAMO-Net project.
  • Schedule and coordinate all appointments and meetings for CAMO-Net staff and other stakeholders as required.
  • Collation of all documents for meetings of the CAMO-Net project.
  • Provide logistical support to CAMO-Net project in the implementation of activities in line with approved program work plans.
  • Provide support to the project manager in preparing meeting documents
  • Maintain the office petty cash.
  • Develop and follow up accountabilities for activity funds.
  • Provide general administrative and secretarial support to project staff, and to project consultants as appropriate.
  • To prepare and submit monthly administrative reports to the project manager.
  • To participate and support in planning and drafting of project activity budgets and workplans.
  • To manage transport requests; review fuel accountabilities and mileage log sheets; and timely submission of the reviewed accountabilities to fleet management.
  • Maintains a tracker of procurement requests, LPOs released and items received.
  • To maintain and update the project asset and equipment register.
  • Maintains a tracker of office supplies (stationary, office equipment etc.) and records of documents issued & received within the project.
  • To support in tracking and storage of key staff (HR) documents – timesheets, leave forms, insurance forms, contracts, overtime forms etc.

Filing and storage of project documents

  • To support in organization of all CAMO-Net project meetings, attend, and take minutes as appropriate.
  • Establish and maintain a manual and electronic filing/record-keeping system for easy storage and retrieval of all project documents, such as – SOPs, activity reports, HR contact information, and correspondence related to the project.




Qualifications, Skills and Experience:

  • The applicant must hold a Bachelor’s degree in Business Administration, Public Administration or other related fields.
  • At least three years of experience working in Administration in a public, private sector or international NGO environment
  • Excellent verbal communication, report writing, organization and management skills
  • Excellent interpersonal skills and can work in a team
  • Computer literacy with at least MS Office packages and internet
  • Proven abilities in project administration, including the prioritization of tasks, setting timelines and record keeping
  • Understanding of budget preparation processes
  • Outstanding secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel, Word and other common software programs is essential
  • Excellent communication and interpersonal skills; strong writing skills are essential
  • Capability to perform difficult typing/word processing duties; knowledge of written communication formats and composition of such communications is crucial
  • Ability to work independently and with minimal supervision

 

How to Apply:

All suitably qualified and interested applicants should apply online at the link below.

 

Click Here

 

Deadline: 22nd August 2023

 

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Date Posted 2023-08-11
Valid Through 2023-08-22
Employment Type FULL_TIME
Hiring Organization Infectious Diseases Institute (IDI)
Job Location Kampala, Kampala, Kampala, 0256, Uganda

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