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Job Title:  Research Administrative Assistant (Fresher Jobs)

Organisation: MU-JHU Care Limited

Duty Station: Kampala, Uganda

Reports to: Director of Research Division

About the Company:

MU-JHU Care Limited is a registered Ugandan non-governmental organization dedicated to providing services and conducting research on HIV/AIDS care and prevention related to mother-to-child transmission of HIV.

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Job Summary:   The Research Administrative Assistant will support the administrative and organizational functions tasks of the Research Directorate administrative. He or she will work under the direction of the Director of Research. The Research Administrative Assistant will facilitate communication between the Research Directorate and the different research teams within MU-JHU as well as external stakeholders.  This role is critical to the smooth functioning of research operations and requires a proactive individual with strong communication skills, and attention to detail.

Key Duties and Responsibilities:   The holder of this position will work under the direct supervision of the Director of Research Division and will be responsible for the following duties and responsibilities:

Administrative Support

• Provide efficient administrative support services to the Research Directorate, including document preparation, file management, and correspondences.
• Assist with the organization of research events, workshops, and conferences and generate reports.
• Liaise with related study teams and lead investigators to help co-ordinate their research activities where applicable.
• In consultation with the Communications Specialist, facilitate dissemination of information and development of promotional material including, brochure material, etc.as required.
• Implement of a tracking mechanism for grant applications, abstracts and conference presentations.
• Organize events as required e.g. annual meetings, research conferences, workshops etc.
• Undertake duties assigned by the Director, Research in support of the Directorate.

Meeting Coordination

• Schedule and organize meetings for the Research Directorate, manage calendars, and send out meeting invitations.
• Take minutes during meetings and ensure timely distribution of minutes and follow-up on action items.

Communication

• Serve as the primary point of contact for internal and external communications related to the Research Directorate.
• Collaborate with other departments to ensure smooth communication flow and project coordination.
• Facilitate meetings and cooperation among investigators, agencies and organizations.
• Serve as a repertoire and make post meeting or events evaluation reports to relevant stakeholders

Data & Record Management

• Maintain records and documentation related to research activities, ensuring accuracy and confidentiality.
• Support data entry and tracking for research projects and reports.

Qualifications, Skills and Experience:

• A Bachelor’s degree in mass communications, marketing, public relations or related.
• At least 2 years relevant experience preferably in a similar position in an NGO, media house or related field.
• Experience in administrative support, preferably within a research or academic environment and facilitating communication between two or more organizations or parties.
• The candidate must have strong interpersonal, communication, and problem-solving skills.
• Excellent organizational and time management skills, arranging and assisting interaction between Research directorate and other parties.
• Proficiency in Microsoft Office Suite and familiarity with design tools (e.g., Canva, Adobe).
• Excellent public speaking skills, strong organizational and time management skills, strong writing and verbal communication skills and collaboration between departments, teams, or sister organizations and ability to work independently and manage multiple tasks simultaneously.

How to Apply:

Applications with complete C.Vs, including 3 referees and their full address or contact telephone number, copies of academic certificates and testimonials, should be addressed to the MU-JHU Director Human Resources, through the reception on first floor, MU-JHU 1 Building or sent by email in a single PDF file containing your cover letter, resume, and academic documents  (not exceeding 15MB in size)

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Deadline: 22nd November, 2024 by 5.30pm. Only short-listed applicants will be contacted.

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