Administrative Assistant (Senior)- Job at MRC/UVRI & LSHTM Uganda Research Unit

MRC/UVRI & LSHTM Uganda Research Unit

Administrative Assistant (Senior)- Job Post

Location: Jobs in Uganda 2023 - 2024

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: July 19 2024

Hiring Organization: MRC/UVRI & LSHTM Uganda Research Unit

Job Details:

The Unit 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. The Unit is now seeking enthusiastic and experienced individuals to fill the following position:
Administrative Assistant (Senior)-(01 Position)
Position Code: AA(s)-724
Reports to: Field Station Administrator
Station: Masaka

Job Purpose:
The job holder will give overall support for the smooth running of the station /project with key support to front desk, stores, financial support, fleet management and general administrative functions of the station or project.

Roles & Responsibilities
1. Principal duties;
• Ensure professional front desk support for visitors and staff;
• Receive documents and disburse incoming mails and likewise for outgoing mails;
• Ensure proper management of the stores and regularly update dynamics system. The position participates in monthly stock reconciliation and notifies the site administrator of any stock nearing expiry;
• Ensure timely requisition of required stock. The position participates in tracking
procurement for items and supplies needed to aid activities execution and issues out approved requests for stored items;
• Receive driver errand requests and allocate transport errands to the drivers articulating
the different projects to charge per errand. The position also works with drivers to receive and report vehicle faults to administration;
• Undertake clerical work for the station i.e. handling documents, filling and proper retrieval
among others as may be required. The position is required to maintain high levels of
professionalism and confidentiality;
• Financial support through management of a modest imprest for the station and proper
accountability to administration;
• Ensuring availability of petty cash for project refunds and make monthly reconciliations with the site administrator;
• Supports coordination of travels and works with concerned individuals to ensure timely arrangements for bookings and facilitation;
• Support the site administrator to ensure all project assets are tagged and securely kept with reconciliations done on an agreed upon interval;
• Helps with the planning and preparation for trainings, meetings and other activities or events at the station; and,
• Supports orientation of new staff at the station or project in liaison with the line manager.
2. Line management responsibilities;
The post holder may be tasked with line management of a small team (cleaners, driver and office attendants) for which the following has to be ensured;
• Staff are enabled to perform their assigned duties as expected;
• Staff professional development is nurtured in line with the Unit’s and LSHTM’s capacity building goals
• There is a positive and supportive work environment;
• Staff feel included and valued and their professional feedback and proposals are heard and considered;
• Staff expectations are clearly communicated;
• Staff performance is regularly monitored;
• Potential conflicts are resolved promptly and decisively, involving the line manager where needed;
• Formal appraisals are conducted within the departments in line with the Unit’s schedule;
• Applicable LSHTM and Unit HR policies are being followed at all levels; and,
• Participate in the development of equal opportunities, diversity and inclusion.

Person Specification
• Bachelor’s degree in, administration, organizational and secretarial studies or a related field;
• Should possess certification in an administrative field;
• Should possess a minimum of 5 years’ experience in a similar role;
• Experience working in clinical or research setting;
• Fluent in English and Ugandan Sign Language.
• Basic accounting and Procurement knowledge;
• Use of ERP Navision;
• Stock & logistic;
• Communication skills;
• Conceptual working and forward thinking;
• Proven ability to respond creatively and flexibly to demanding challenges;
• Personal integrity and reliability;
• Ability to learn and openness to others;
• Emotional resourcefulness and analytical thinking;
• Proactivity and concern for excellence;
• Thoroughness and results orientation;
• Independence;
• Service orientation; and
• Development orientation.

Application procedure

Follow the link below to fill a form and submit your application documentation:
https://redcap.link/Administrative_Assistant_Senior
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.
Combine all your application documentation i.e. cover letter, CV & academic documents into one PDF document. Deadline for application is 19th July 2024, 5:00pm.
Only shortlisted candidates will be contacted for 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 and a certificate of good conduct 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.
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, colour, 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 workforce and does not ask for money at any stage of recruitment.