Job Title: Administration Assistant
Organisation: Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda)
Duty Station: Kampala, Uganda
Reports to: Program Coordinator
About US:
Baylor College of Medicine Children’s Foundation -Uganda (Baylor-Uganda) is an indigenous not-for-profit child health and development organisation affiliated to the Baylor College of Medicine International Paediatric AIDS Initiative (BIPAI), a Network of paediatric HIV/AIDS care and treatment Children’s Clinical Centres of Excellence and international program offices in 11 countries across Africa and Eastern Europe.
Job Summary: Baylor-Uganda through funding from the US Centers for Disease Control and Prevention will support the Laboratory Leadership Program at the Ministry of Health/ Uganda National Institute of Public Health, along with other partners (Makerere University School of Public Health and the Association of Public Health Laboratories).
The position assists the Program Coordinator – UPHFP Laboratory Leadership Program in the day – to – day administrative and field preparation including laboratory leadership fellowship activities.
Key Duties and Responsibilities:
- Prepare and provide administrative support during didactic, mentorship, Program, and community building sessions in accordance with the funder rules and regulations.
- Coordinate front desk communication tasks including providing guidance to visitors.
- Follow up with UPHFP-LLP office activities including report and accountability filing from fellows and mentors.
- Follow up with training facility set up for fellows including timely availability of training materials.
- Follow up with field activity preparation for staffs, fellows, and mentors. This includes timely availability of supplies and logistics for the UPHFP-LLP as well as field activities.
- Prepare, submit and follow-up on requests for supplies, payment requests for funds and procurement for UPHFP-LLP.
- Follow up on regular maintenance of the program motor vehicle to see that it is in proper working condition at all times.
- Maintain an up-to-date inventory of assets and equipment for the UPHFP-LLP.
- Coordinate an appropriate filling system for the UPHFP-LLP to ease access to office documents.
- Schedule and coordinate program meetings. This includes documenting the meeting minutes for UPHFP-LLP.
- Supervising driver and janitor for the UPHFP-LLP.
- Support the program coordinator to work with the MOH and district officials in the field sites to provide the best field experience for the fellows.
- Receive and file field products from fellows and liaise with other secretariat to ensure timely review and feedback to fellows.
- Follow up with fellows’ tracking database (cohorts, conferences, deliverable progress) is up to date.
- Ensure completeness of the fellows monitoring sheets to track progress.
- Carry out any other duties as may be assigned by Program coordinator.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in Business administration or related field from a reputable institution is required. A post graduate degree in office management is an added advantage.
- One year of experience as an administrator assistant in a reputable organization/ institution with adequate experience in office management, and coordination.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Note:
- Applications should include a cover letter, CV, daytime telephone contact, three traceable professional references and certified UNEB certificates as well as certified University Transcripts
- You must have at least a credit 6 in MATHEMATICS and ENGLISH at Ordinary Level (UCE).
- Only shortlisted candidates will be contacted for interview. Please note only shortlisted candidates will be contacted.
Deadline: 26th November 2023
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