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Job Title:  Administrative Assistant (Fresher Jobs)

Organisation: Makerere University School of Public Health (MakSPH)

Duty Station:  Kampala, Uganda

Reports to: Project Lead

About US:

The Makerere University School of Public Health (MakSPH) in collaboration with schools of Public Health in 9 high burden Malaria countries (Uganda, Tanzania, Nigeria, The Democratic Republic of Congo, Niger, Burkina Faso, Togo, Benin and Sierra Leone) received a 3-year grant from the Bill & Melinda Gates Foundation to implement the African Leadership and Management Training for Impact in Malaria Eradication (ALAMIME) Project. This is a leadership and management training program for senior and middle level managers (ALAMIME project). The aim is to equip these managers with skills to spearhead national Malaria elimination efforts. The program is led by Makerere University School of Public Health and University of Kinshasa is a Francophone partner to support implementation in the French speaking countries. We work with Ministries of Health (from which majority of trainees will come) in each of the participating countries as well as partners supporting Malaria control efforts.

Job Summary:  The Administrative Assistant will be responsible for office management, coordination of finances and logistics of the project.

Key Duties and Responsibilities:

Office management & logistics

• Work with the team to plan and track administration work for the ALAMINE project
• Organize project events and training, liaise with delegates, venues and trainers as required
• Preparation of course materials including creating, photocopying and collating delegate packs, name badges and certificates
• Perform clerical duties including photocopying, scanning, faxing, filing, and mailing
• Provide logistical support for workshops and project/field activities
• Assist project leads in the development of logistics plans for trainings and workshops
• Assist respective project leads in drafting and distributing letters; and seek confirmation of participation for events organized by ALAMIME
• Make travel arrangements for staff traveling within and outside of Uganda
• Manage local travel logistics for in-coming ALAMIME project visitors
• Coordinate the procurement of office supplies

Finance & accounting

• Coordinate transportation and maintain monthly transport log
• Ensure timely settlement of vendor payments (internet, transport, office rent etc.)
• Update and maintain monthly petty cash register
• Monitor monthly project expenditure and compile a quarterly budget request
• Support finance department with invoicing and expense tracking
• Coordinate with accounts for the submission of complete and accurate financial reports
• Engage fully as a member of the MaKSPH staff team, including participation in staff meetings.
• Provide administrative support to other team members as needed
• Any other duties as assigned by your immediate supervisor.

Qualifications, Skills and Experience:

• The applicant must hold a Diploma in health or humanities.
• Experience in administration of a training and capacity building and/or management program.
• Exceptional organizational skills and attention to detail
• Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment
• Excellent verbal and written English language skills
• Previous event planning and management experience
• Proficiency in Microsoft Office particularly Word, Excel, and PowerPoint
• Proven capacity to take initiative and willingness to learn new skills as needed
• Strong work ethic and the ability to work well independently and as part of a team
• Outstanding interpersonal skills and ability to interact with individuals at all levels including the ability to communicate in an effective manner with a wide range of stakeholders

How to Apply:

All suitably qualified persons should submit their application which must include the following;

• A one-page type written application letter addressed to the Dean, Makerere University School of Public Health,
• Up-to-date curriculum vitae with a telephone contact and an email address that are functional.
• Copies of the relevant academic certificates and transcripts.
• Two (2) letters of recommendation

The above application documents must be submitted as ONE PDF file to the email: recruitment@musph.ac.ug indicating the position applied for in the email reference.

Deadline: 18th December 2023 by 5:00pm.

NB: Only short-listed candidates will be contacted.

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