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Job Title:    Administrative Assistant (No
Experience Jobs)

Organization:  Infectious
Diseases Institute (IDI)

Duty Station:  Kampala,
Uganda

Reports to:
NADIA Project Leader

Vacancy Code:
AA-X036

About US:

The Infectious
Diseases Institute (IDI) is a Ugandan not-for-profit organization whose mission
is to strengthen health systems in Africa, with strong emphasis on infectious
diseases, through research and capacity development. IDI has six operational areas
through which it works to achieve its mission: Prevention, Care and Treatment;
Training, Research, Laboratory services (including the CAP-certified IDI Core
Lab & Translational Lab), Global Health Security and Health System
Strengthening.

Job Summary:  The Administrative Assistant supports the
administrative activities of the Coordinating Centre.

Key Duties and
Responsibilities:

·        
To work closely with Chief Investigator, Project
Leader, Clinical Trial Manager, Study Coordinators and the IDI Research Office to support the implementation
of activities in line with clinical trial’s regulations and approved program
work plans.

·        
Manage the logistics of all NADIA meetings,
including international face-to-face trial steering committee and investigators meetings, teleconferences and video
conferences.

·        
Render
support in the preparation of meeting materials, produce meeting minutes,
follow-up and document the resolution of emerging action items.

·        
Assist with preparation of presentation materials
such as protocol deviation and data query summary graphics for presentation at meetings, reports and
promotional activities.

·        
Assist in ethics and regulatory submissions,
approvals, renewals and generation of annual report to the ethics committee in collaboration with the Clinical
Trial Manager, Project Leader and Regulatory Officer.

·        
Work closely with the Research Office to ensure
reporting of all study-related serious adverse events and protocol deviations to the Ugandan ethics committee,
the National Drug Authority and the Uganda National Council for Science and
Technology.

·        
File and maintain, with guidance from senior staff, key
documents in Electronic Project
File and central electronic document repository for sites (“e-ISF”).

·        
Assist in the generation and maintenance of TMF for
the coordinating centre in
collaboration with the Regulatory Officer. Works with the Ugandan lead site on
maintaining the Ugandan regulatory file.

·        
Support day-to-day secretariat activities including
the study-related requisitions.

·        
Ensure the timely delivery of logistical supplies to study sites and maintain a
directory/inventory of study equipment delivered to sites at head office.

·        
Managing the petty cash float and ensure its timely
replenishment to support study
activities at Coordinating Centre level.

·        
Support the Chief Investigator, Project Leader, Clinical Trial Manager, Study Coordinators
and the IDI Research Office to ensure timely resolution o administrative and
operational problems at the coordinating centre and study sites.

·        
Any other duties as assigned

Qualifications, Skills and Experience:

·        
The
ideal candidate must hold a Bachelor’s degree or diploma in a relevant field
(Business administration, Development
studies, Social Sciences etc.) with a minimum of one year of relevant work
experience. Candidates with no degree or diploma but two years of relevant work
experience will also be considered.

·        
Good secretarial skills, including advanced
knowledge and abilities in MS Excel, Word and other common software programs.

·        
Ability to troubleshoot simple day-to-day technical
office operational problems and
proactively communicate to team members.

·        
Excellent interpersonal and communication skills,
including strong writing skills.

·        
Ability to priorities and complete requests in a
timely fashion

·        
Quick learner capable of multi-tasking where
required.

·        
Ability
to work independently and with minimal supervision

·        
Knowledge of general office practices and procedures
with regard to, gathering
compiling and filing information

How to Apply:

All candidates that
meet the above criteria and have what it takes to excel in these positions should
send their CVs, including details of email address, present position, current remuneration,
Certificate/testimonials and address of three (3) Referees plus telephone contact
to the stipulated email address. Email your application and CV to hr@idi.co.ug

Deadline: 11^th November 2020

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