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Laboratory Administrator Non-profit Jobs - Makerere University Walter Reed Project (MUWRP)

Job Title:          Laboratory Administrator
Organisation: Makerere University Walter Reed Project (MUWRP)
Duty Station: Mulago, Kampala, Uganda
Reports to: Laboratory Supervisor

About US:
The Makerere University Walter Reed Project (MUWRP) is a non-profit HIV research program that was established in 2002 as a result of a memorandum of understanding between Makerere University and The Henry M. Jackson foundation for Advancement of Military Medicine Inc. of USA (HJF). The primary purpose of MUWRP is to develop, evaluate and provide interventions to mitigate disease threats of public health importance to Uganda.

Job Summary: The Laboratory Administrator will serve as a Laboratory Administrator for the Makerere – University Walter Reed Project (MUWRP) located at the Mulago School of Health Sciences. This position is Head of Section and will include monitoring and supervising data & Administration staff in the lab and being responsible for timely, efficient and accurate results and communications for that section. The candidate’s primary responsibility will be to receive and handle lab data, process and send to the respective collaborating projects as well as data archiving. They will also receive visitors and mails and refer them to the appropriate departments as well as receiving incoming calls and directing them appropriately. This position will be responsible for implementation of telephone use policy.

Key Duties and Responsibilities:
  • Ensure the Lab Data/Administrative team present well and communicate clearly to all other members of the MUWRP group.
  • The applicant should receive and enter data in the database from Lab supervisor or designee and/or Lab Director and give it first priority and bearing in mind turn-around-time (TAT) of the results to the collaborating Project(s).
  • Ability to understand Freezer works and troubleshoot when possible. Report all data entry problems to the Lab Supervisor or designee.
  • Photocopying, file raw data and reports, as well as archival of laboratory documentation. (Records management and organization and maintenance of records)
  • Coordination of meetings, keeping minutes during meetings or, preparation and distribution of minutes prior to next meeting. If unable to do this then be able to designate to the Lab administrative assistant
  • Provide support to the billing of laboratory assays performed for external and internal collaborations, receive and monitor billing of outsourced laboratory testing and liaise with the accounting department to ensure bills are distributed and paid accordingly. To add on shipments when performed to billing.
  • Develop and generate monthly reports to characterize the turnaround time and workload for assays performed by protocol in the laboratory.
  • Ensures that the telephone system is used as per the ICT policy
  • Receive Visitors and put them in contact with appropriate person/department.
  • Receive incoming calls courteously and directs them to the appropriate staff members.
  • Take messages accurately and refer to person/department involved.
  • Keep written log of all messages, visitors, deliveries, etc.
  • Receive mail, packages etc. and refer to designated locations
  • Provide secretarial services and logistical support to Project staff when necessary.
  • Maintenance of the reception area in a clean and professional manner.
  • Perform any other duties as directed by the Laboratory Supervisor or designee.

Qualifications, Skills and Experience: 
  • The ideal candidate must hold a Bachelor’s degree in Secretarial Studies, Social Sciences, or related field from a recognized institution.
  • Three years relevant experience in data handling / front office management and handling administrative duties in a medical and or Lab setting.
  • Experience in records management.
  • Ability to oversee, train and motivate lab members of the Data/administration staff to perform well
  • Excellent communication and interpersonal skills required for relaying information to clinic, lab and administration sites.
  • Good computer skills, including but not limited to Microsoft Word, Microsoft Excel, E-mail and Internet.
  • Previous experience with database entry a plus.
  • Ability to maintain a high level of confidentiality.
  • Highly organized, detail oriented and self-motivated.
  • Previous experience in a hospital/clinical/research setting is an added advantage.
  • Responsible with a pleasing approach to the public and co-workers.
  • Knowledge of basic medical terminology and some experience in note taking for scientific meetings desirable.

How to Apply:
All suitably qualified and interested candidates should download the application form, download here, attach it together with application letters, CVs, Photocopies of academic qualifications and three professional referees. The position number (Check top of advert) and preferred location should clearly be stated in the application letter.

Please send applications to:

The HR and Administration Manager,
Makerere University Walter Reed Project,
Plot 42 Nakasero Road.,
P.O. Box 16524 Kampala. Uganda

Deadline: 22nd January 2018

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