US Non-profit Careers – Administrator at AIDS Healthcare Foundation (AHF)

Job Title:   Administrator
Organisation: AIDS Healthcare Foundation (AHF) 
Duty Station: Kampala, Uganda
Req No: 2014-2637
About US:
Founded in 1987, AIDS
Healthcare Foundation is the largest specialized provider of HIV/AIDS medical
care in the United States U.S. Our mission is to provide cutting edge medicine
and advocacy, regardless of ability to pay. Through our healthcare centers,
pharmacies, health plan, research and other activities, AHF provides access to
the latest HIV treatments for all who need them.
Key Duties and Responsibilities:
1. Secretarial Duties:
  • The
    incumbent will receive all incoming calls, parcels and visitors and
    channel them appropriately
  • Provides
    requested information and takes message with courtesy.
  • Keeps
    record of documents in a retrievable manner according to AHF guidelines
  • In
    charge of filing both incoming and outgoing communications in the right
  • Creates
    and maintains filing system in an organized manner.
  • Types
    letters, memos and ensures they are delivered to the relevant
    places/people at the right time.
  • Keenly
    analyzes documents for approval and dispatch them once approved. 
  • Administration
    and Management of supplies, Inventory and Office equipment
  • Maintains
    adequate stocks of office supplies, inventory and office utilities for
    both Test and Treat Project and Lukaya HealthCare Centre.
  • Keenly
    track assets, inventory and office equipment such as computers, printers,
    phones and furniture.
  • Maintain
    proper and accurate repair and service records for vehicles, generator and
    other equipment that needs periodical servicing and repairs as requested
    by the users.
  • Actively
    monitors stock levels, makes report and orders accordingly
  • Resolves
    work related conflicts and builds team work among staff under direct
2. Office Funds Management and Accountability:
  • Preparing
    requisitions for petty cash replenishment to ensure adequate cash at all
    times for all units (T&T, LHCC and Regional office).
  • Ensures
    timely delivery of payment requisitions to secretariat for payments and
    follow up on payments.
  • Keeps
    safe custody of all petty cash on site and updates the petty cashbook on a
    daily basis.
  • Ensures
    that payment requisitions are approved by the responsible officers, before
  • Actively
    monitors cash expenditure and submits expenditure reports to the relevant
    authorities as appropriate
  • Receives,
    compiles and submits reports on staff/partner accountabilities
3. Coordination of Activities:
  • The
    Administrator will be charged with organizing meetings, trainings and
    functions and prepare requisitions for facilities and visits as requested
    in a timely manner.
  • Works
    closely and coordinates appropriate interactions with relevant AHF-Uganda
    Cares units/projects and partner organizations.
  • In
    charge of making travel arrangements and accommodation reservations in a
    timely manner following established guidelines.
  • Records
    and takes minutes of meetings accurately and circulates them in a timely
Qualifications, Skills and
  • The
    AHF Administrator should preferably hold a Bachelor’s degree in social
    work and social administration, general administration, management or
    business studies from recognized college or university.
  • At
    least two to five years’ experience in a busy office related to the
    specification of the roles and responsibilities highlighted above.
  • Past
    experience working in healthcare delivery systems or related field is an
    added advantage.
  • Demonstrable
    experience in word processing and very good typing speed, office
    management, logistic or supply chain management. .
  • Prior
    experience in cash management and producing accurate and timely financial
    accountability and reports
  • Excellent
    planning, organizational and multi-tasking skills with a proven ability to
    work under pressure and solve problems in a fast paced environment.
How to Apply:
All suitably qualified
candidates who wish to join AIDS Healthcare Foundation should be encouraged to
Apply Online at the web link below.
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