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.
Deadline: 22nd August 2023
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