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Job Title:  Finance & Admin Assistant  

Organisation: Infectious Diseases Institute (IDI)

Duty Station: Kampala, Uganda

Reports to: Senior Project Administrator

About Organisation:

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 Finance & Admin Assistant will provide finance, administrative and secretarial support to the project office, staff, and to project consultants as appropriate. He/she will participate in drawing of periodic work plans/budgets-in relation to the set targets, account for all the project field funds and ensure proper utilization of project assets and equipment.  Develop a database of contact information; maintain distribution lists for various kinds of project communication and schedule all project meetings; attend and take minutes as appropriate.

Key Duties and Responsibilities:

• Support financial function for the project especially managing budgets and processing of mobile money payments
• Support day to day project activities in the Districts.
• Participate in drawing of periodic work plans/budgets-in relation to the set targets.
• Work with the Districts & project teams to support delivery of comprehensive HIV services.
• Ensure safe custody and account for all the project field funds and ensure proper utilization of project assets and equipment.
• Develop monthly schedules to allocate use of vehicles.
• Supervise the drivers / Transport Assistants
• Support in the management of project resources such as human resources, finances, vehicles among others.
• Prepare financial reports on a monthly, quarterly and annual basis.
• Assist with all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage.
• Managing inventory of assets and supplies, monitoring critical level of stocks.
• Coordinating between project operating units in resolving day-to-day administrative and operational problems.
• Scheduling and coordinating all appointments and meetings both staff and those for other stakeholders as scheduled.
• Preparing meeting minutes, meeting notes and internal support materials.
• Manages staff Leave schedules and maintain an updated staff project leave tracker
• And any other duties as reasonably assigned.

Qualifications, Skills and Experience:

• Bachelor’s degree in a Business Administration and any other related field
• Accounting Professional in ACCA, CPA – at least stage two
• Proven abilities in project administration, including the prioritization of tasks, setting timelines and record keeping
• At least three years’ experience; ideally in an international NGO financial and administrative project administration performing similar duties
• Experience in managing US government funds (rules and regulations) is an added advantage
• Strong written and verbal communication skills
• Able to support finances for the project
• Understanding of budget preparation processes
• High proficiency in the use of office computers and spreadsheets.

How to Apply:

All interested candidates should submit a comprehensive CV, a cover letter outlining their relevant experience and qualifications, and contact information for three professional references to the IDI Human Resources Director. Candidates are also requested to include in their CV links to their previously authored scientific documents, including manuscripts, reports, or grant proposals. Apply at the link below.

Click Here

Deadline: 28th June 2024

NB: Applications will be reviewed on a rolling basis until the position is filled. Only shortlisted candidates will be contacted for interviews.

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