The Ugandan Jobline

Job Title:   Project Administrative Assistant

Organisation: Infectious Diseases Institute (IDI)

Duty Station: Kampala, Uganda

Reports to: Project Manager

About US:

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 Project Administrative Assistant will provide Finance, Administrative, and Secretarial support to the CAMO-Net project, as appropriate. The administrative assistant will provide support to the Project Manager and CAMO-Net staff in the implementation of the project, managing and accounting of funds; manage communications within the CAMO-Net project and ensure proper documentation/utilization of any assets and equipment.

Key Duties and Responsibilities:

Administration

• Support day to day activities of the CAMO-Net project.
• Schedule and coordinate all appointments and meetings for CAMO-Net staff and other stakeholders as required.
• Collation of all documents for meetings of the CAMO-Net project.
• Provide logistical support to CAMO-Net project in the implementation of activities in line with approved program work plans.
• Provide support to the project manager in preparing meeting documents
• Maintain the office petty cash.
• Develop and follow up accountabilities for activity funds.
• Provide general administrative and secretarial support to project staff, and to project consultants as appropriate.
• To prepare and submit monthly administrative reports to the project manager.
• To participate and support in planning and drafting of project activity budgets and workplans.
• To manage transport requests; review fuel accountabilities and mileage log sheets; and timely submission of the reviewed accountabilities to fleet management.
• Maintains a tracker of procurement requests, LPOs released and items received.
• To maintain and update the project asset and equipment register.
• Maintains a tracker of office supplies (stationary, office equipment etc.) and records of documents issued & received within the project.
• To support in tracking and storage of key staff (HR) documents – timesheets, leave forms, insurance forms, contracts, overtime forms etc.

Filing and storage of project documents

• To support in organization of all CAMO-Net project meetings, attend, and take minutes as appropriate.
• Establish and maintain a manual and electronic filing/record-keeping system for easy storage and retrieval of all project documents, such as – SOPs, activity reports, HR contact information, and correspondence related to the project.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Business Administration, Public Administration or other related fields.
• At least three years of experience working in Administration in a public, private sector or international NGO environment
• Excellent verbal communication, report writing, organization and management skills
• Excellent interpersonal skills and can work in a team
• Computer literacy with at least MS Office packages and internet
• Proven abilities in project administration, including the prioritization of tasks, setting timelines and record keeping
• Understanding of budget preparation processes
• Outstanding secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel, Word and other common software programs is essential
• Excellent communication and interpersonal skills; strong writing skills are essential
• Capability to perform difficult typing/word processing duties; knowledge of written communication formats and composition of such communications is crucial
• Ability to work independently and with minimal supervision

How to Apply:

All suitably qualified and interested applicants should apply online at the link below.

Click Here

Deadline: 22^nd August 2023

For more of the latest jobs, please visit https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs