Job Title: Administrative Assistant (No Experience UN High School…
Fresher Administrative Assistant NGO Positions – MRC UK) /UVRI and LSHTM Uganda Research Unit
Job Title: Administrative Assistant (Fresher Positions)
Organisation: Medical Research Council (MRC UK) /UVRI and LSHTM Uganda Research Unit
Duty Station: Masaka, Uganda
Position Code: AA – 923
Reports to: Head of Data Management
About US:
The Medical Research Council (MRC UK) is an internationally recognised centre of excellence with dominant research themes in the areas of HIV and emerging infections, vaccines and immunity, and chronic diseases and cancer. Through a multidisciplinary approach, intersecting basic science, epidemiological research, social-behavioural research and the conduct of new intervention evaluation studies, the Unit contributes knowledge on changing epidemics and diseases, the evaluation of innovative health care options, treatment and prevention and the development of health policy and practice in Africa and worldwide. Following the signing of strategic transfer agreements between the London School of Hygiene & Tropical Medicine (LSHTM) and the Medical Research Council (MRC UK), the Unit formally joined LSHTM on 1st February 2018. The exciting new partnership will boost research capacity into current and emerging health issues in Africa and throughout the world. The Unit is based at the UVRI Entebbe campus with established outposts in Kalungu, Masaka, Wakiso and Kampala Districts.
Job Summary: The Administrative Assistant will be responsible for providing overall support for the smooth running of the project activities.
Key Duties and Responsibilities:
- Ensures timely allocation of facilities including transport for project use;
- Tracks all project procurements for items and supplies, confirms receipt in liaison with the Procurement Officer;
- Responsible for all project related travels and works with concerned individuals to ensure timely arrangements for bookings and facilitation;
- Ensures all project assets are tagged and securely kept and reconciles list annually together with Field Station Administrator;
- Ensures all project expenses meet available financial and accounting procedures and accounts for all project expenses in a timely manner;
- Ensures a healthy communication between the section and the station administration for all requests and suggestions;
- Helps with the planning and preparation for all project training initiatives;
- Represent the project in the station Management meetings;
- Responsible for Project staff welfare in consultation with the Project leader;
- Conducts staff orientation for new staff on the project in liaison with the Field Station Administrator;
- Handling filing of Case report forms and documents;
- Coordinate project staff leave issues;
- Organizing routine project meetings;
- Participate in organizing on-site statistics and epidemiology training and assist students in software problems;
- Manage resources and stock in the statistics and data sections (including software updates, licenses, statistics book library, and other equipment and consumables);
- Manage personnel records of the section;
- Ordering of resources through the Dynamics i.e. hardware and consumables, stationary among others for the statistics and data sections;
- Working with the estates team to ensure an operational and conducive working environment for the staff in the statistics building. This includes reporting any defaults in rest room, ensuring operational dispensers, reporting on status of the physical statistics building, ensuring health and safety is observed in the building among others;
- Liaise with the accounts team to relay the pay slips of the statistics and data staff for onward distribution;
- Process and print out labels for field work including clinics and laboratories;
- Respond to questions and issues raised by the PI, and study coordinators regarding the data and results obtained;
- Contribute to the design of eCRFs/CRF and data collection forms for assigned studies; and,
- Do data entry as required.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in social sciences, organizational and secretarial studies or a related field;
- Two years of experience in a similar role;
- Should possess experience in a medical or scientific research setting under similar roles added advantage;
- Experience working in a clinical research setting;
- Experience in data capturing;
- Experience in administrative work;
- Should possess knowledge of the essential documents;
- Report writing / presentation;
- Computer skills;
- Communication skills;
- Should possess personal integrity;
- Emotional resourcefulness;
- Ability to learn;
- Forward thinking;
- Reliability;
- Openness to others;
- Pro-activity;
- Results orientation;
- Thoroughness;
- Concern for excellence;
- Flexibility towards others;
- Service orientation;
- Development orientation; and,
- Team Player.
How to Apply
Follow the link below to fill a form and submit your application documentation:
Filling the form more than once will lead to automatic disqualification. High level of integrity while filling the form is required and will be considered during shortlisting.
All candidates should combine all their application documentation i.e. cover letter, CV & certified copies of academic documents into one PDF document. Only shortlisted candidates will be contacted for an interview. This position is open to Ugandan nationals only. Strictly follow the application procedure as failure to do so will lead to automatic disqualification. Only online applications through the link provided will be accepted. You will receive a notification in your email if your application and documentation have been successfully received.
N.B: You will be required to present certified copies of your academic documentation before employment.
The applications should be addressed to:
The Head of Human Resources,
MRC/ UVRI and LSHTM Uganda Research Unit,
P.O. Box, 49, Entebbe,
Uganda.
Consider your application unsuccessful if not contacted within eight (8) weeks after the closing date of the advert. Any form of lobbying at any stage will lead to automatic disqualification. By submitting your personal information, you consent to the MRC/ UVRI and LSHTM Uganda Research Unit holding and using it in accordance with its recruitment policy and procedure. The Unit reserves the right to verify documents attached with the relevant awarding institutions to authenticate their validity.
NB: MRC/UVRI & LSHTM Uganda Research Unit strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, sex, color, national origin, religion, age, marital status, and disability. We highly encourage persons with disabilities to apply and compete for different job openings at the Unit. The Unit is an equal opportunity employer committed to having a diverse work force and does not ask for money at any stage of recruitment.
Deadline: 27th September 2023
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