Administrative Assistant Job at Infectious Diseases Institute

Infectious Diseases Institute

Administrative Assistant Job Post

Location: Jobs in Uganda 2025 - 2026

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: January 19 2025

Hiring Organization: Infectious Diseases Institute

Job Details:

General Summary
The ENCORE study is a multisite study that is evalauting the effect of an enhanced package of care for advanced HIV disease

Key Responsibilities
1.Administer agreements and contracts with multiple partners; this may include negotiating term contracts for project-related services (e.g. transportation services, patient care logistics etc)
2. Ensure the procurement, shipping, storage and installation of project related goods and materials (working with relevant IDI staff, through the IDI procurement system)
3. Assist in project financial management: Maintain appropriate documentation of project financial management policies and procedures as well as project transactions Support budget preparation and monitoring
• Provide monthly and quarterly expenditure forecasts, especially petty cash floats.
• Support timely expenditure approval and payment processing
• Ensure that appropriate expenditure documentation and information is transmitted to the finance department on a timely basis.
• Assist in preparation of reports for internal and external use; assist in meeting reporting obligations to study principal investigators and sponsors.
4. Support the communication and resolution of staff related administrative requirement between study staff and the other IDI departments, these include annual renewal of practicing licenses, contract renewal, queries with staff enumeration etc.
5. Coordinate all project logistics including procurement, transportation, shipping , storage and maintenance.
6. Administer agreements and contracts with multiple partners including project service providers.
7. Support the submission of study related regulatory documentation and liase with the various regulatory bodies to attain the required approvals.
8. Other duties as may reasonably be assigned.
9. Handling meetings and follow up of Action points.
10. Ensure timely procurement of supplies.

Academic Qualifications
• Bachelors Degree in Business Administration, Accounting or any related business course
Person Specification
1. Bachelor Degree in Business Administration, Accounting or any related business course.
2. Self-driven.
3. Good organisation skills.