Administrative Assistant NGO Job Placements – Infectious Diseases Research Collaboration (IDRC)

Job Title:       Administrative Assistant

Infectious Diseases Research Collaboration (IDRC)

Duty Station:
Mbarara, Uganda

Reports to: Finance
and Administrative Coordinator

About US:

The Infectious
Diseases Research Collaboration (IDRC) is a non-profit research organization.
IDRC conducts research in infectious diseases including Malaria, HIV and
Tuberculosis. Our studies have led to over 300 publications and have impacted
on the management of infectious diseases in Uganda. IDRC currently manages over
41 Grants with an annual budget of $11 million. IDRC was established in May
2008 by Ugandan health scientists from Makerere University College of Health
Sciences, University of California, San Francisco and the Uganda Ministry of

Key Duties and Responsibilities: 

·       Organize site meetings by sending out
notifications, Agenda, taking minutes and following up on all Administrative
action points.

·       Provide assistance in policies and SOPs
dissemination and ensure compliance and adherence to policies by staff.

·       Provide assistance in attending to needs of
visitor’s, PI’s and Collaborators needs when on site by managing bookings and
meeting schedules.

·       Bridge the gap between the research team and
Administrative team by quickly responding to needs and requests through emails
and phone calls.

·       Manage the transport function i.e. planning
for journeys, ensure vehicles hired are in good condition and review trip log

·       Ensure proper storage of all records for
audit purposes.

·       Ensure that the office premises are clean and
well maintained.

·       Ensure the offices are locked and secured at
the end of every working day.

·       Assist in management of the Finance function
with support from the Finance and Administrative Coordinator

·       Attend Administrative/Finance/HR Skype
calls/meetings with the Kampala team and provide site updates.

·       Review all documents for accuracy before
processing e.g. all petty cash requests have supporting documentation, are
approved and are within budget, Vendor documents

·       Enter daily transactions in Navision and
ensure that entries are correctly posted as per categories and budget lines.

·       Assist in management of the site HR function
with support from the Finance and Administrative coordinator and HR Manager

·       Participate in staff orientation.

·       Periodically review HR files to ensure all
documents are in place.

·       Provide assistance in the management of the
staff exit and handover process.

·       Ensure that monthly reports are submitted and
work plans are submitted and followed.

·       Submit week work plans and reports
highlighting challenges and achievements

·       Make annual reports summarizing the past year
and what needs to be done in the next

Qualifications, Skills and Experience:

·       The ideal applicant must hold  a second upper Bachelors’ Degree in Business
Administration, Public Management and Administration, Bachelor of Commerce, or
any other related Degree from a well-recognized Institution

·       Knowledge of Human Resources and Accounting
principles is essential.

·       At least 2 years’ experience in an
Administrative position

·       Experience working in a Research setting or

·       Excellent Organisational, time management and
multitasking skills

·       Must have excellent computer skills
(Navision, Word, Excel, Access, Power point and

·       Internet)

·       Demonstrated ability to work in a team and
fast paced environment

·       Candidate must have great attention to
detail, high levels of confidentiality and integrity

How to apply:

All Applications
should be delivered to The Human Resource Manager Infectious Diseases Research
Collaboration (IDRC), Plot 2C, Nakasero Hill Road next to Uganda Blood Bank. P.
O Box 7475 Kampala, Uganda OR IDRC

Mbarara Office on
Ntare road, Nkokonjeru junction.

All applications
must be accompanied by the following at the time of submission:

Current CV, typed
application letter, the contact details of three work related referees not
relatives or friends and copies of academic certificates.

Submission of
incomplete or inaccurate documents will render the applicant ineligible for
consideration for the job opening.

 Applications cannot be amended following

Please note that
only shortlisted candidates will be contacted further.

Deadline: 3rd  April 2020 at 5:00 pm

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