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03 November 2016

Fresher Administrative Assistant USAID MAPD Program Jobs - Infectious Diseases Institute (IDI)




Organisation: Infectious Diseases Institute (IDI)
Project Name: USAID Malaria Action Program for Districts (MAPD)
Duty Station: Kampala, Uganda
Reports to: Project Manager –MAPD

About Us:
The Infectious Diseases Institute (IDI) is an international non-profit organization which is a partnership of infectious diseases and public health specialists. The overall objective of the IDI is to strengthen health systems with strong emphasis on Infectious Diseases, through Research and Capacity Development. IDI has five operational areas through which it works to achieve its mission: Prevention, Care and Treatment; Training, Research and Laboratory services (provided through a partnership with the Makerere University - John Hopkins University Core Lab) and Outreach.

About USAID MAPD Program:
The Malaria Action Program for Districts (MAPD) is a five-year project funded by U.S Agency for International Development (USAID)/PMI. The project aims to prevent and control Malaria illnesses and deaths in order to minimize the social-economic effects of the disease among the overall population of Uganda especially in children under-5 years of age.

Key Duties and Responsibilities: 
·         The Administrative Assistant will perform general project administrative duties at IDI such as filing, faxing, and copying, typing and binding documents;
·         Take meeting minutes, type them and distribute them and perform minor data entry as and when required. He/she will upload and/or distribute project management documents;
·         Ensures adequate communication of finer details to selected activity implementers and other beneficiaries;
·         Receives and archives documents related to MAPD activities;
·         Distribution of schedules and necessary training materials to trainers, trainees and other stakeholders;
·         Follows-up to ensure resources required for activity implementation are in place;
·         Participates in preparation of payments to trainers and trainees as directed;
·         Periodically communicate with MAPD alumni on issues of continuing medical education;
·         Actively participates in report writing;
·         Arrange for mailing and courier services, manage project calendars (creating meeting, lunches, etc.);
·         Update project contact lists and organization chart updates and assist with document control;
·         Provide general administrative and secretarial support to program staff, and to program consultants as appropriate;
·         Compose written communication related to the project; oversee distribution of messages, letters, and other written materials, as requested, to program partners;
·         Schedule all program meetings; attend and take minutes as appropriate;
·         Develop a database of contact information; maintain distribution lists for various kinds of program communication;
·         Establish and maintain a manual and electronic filing/record-keeping system for easy storage and retrieval of documents, reports and correspondence related to the project;
·         Ensure that office supplies and equipment are maintained; and
·         Perform any other responsibilities as assigned.

Qualifications, Skills and Experience: 
·         The applicants for the USAID MAPD Administrative Assistant career opportunity should hold a Bachelor’s degree in a relevant field;
·         One year of relevant work experience;
·         Previous experience in handling logistics for a facility-based training for health workers is a must;
·         Prior exposure and experience in entering data related to training in an electronic data bases such as Management Information System for Training (MIST) and T3.NET is a must;
·         Exceptional 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;
·         Knowledge of general office practices and procedures particularly in filing, gathering and compiling information;
·         Proven ability to work independently and with minimal supervision;
·         Good team player

How to Apply:
All suitably qualified and interested candidates are encouraged to hand deliver their application letters with detailed CVs, naming at least two professional referees, to:

The Manager, Human Resources,
Infectious Diseases Institute,
P. O. Box 22418, Kampala.  Uganda

Email to: hr@idi.co.ug

Deadline: Tuesday, 8th November 2016.

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