Project Administrative Assistant – Infectious Diseases Institute

• To maintain and update the financial records (cash books, project financial tracking books) & electronic financial systems (Navision).
• To participate in conducting periodic cash counts and review of mobile money payment requests.
• To prepare and submit quality financial accountabilities in time.
• To manage transport requests; review fuel accountabilities and mileage log sheets; and timely submission of the reviewed accountabilities to fleet management.
• Ensures tracking of vehicle insurance and vehicle service and maintenance.
• Maintains a tracker of procurement requests, LPOs released and items received.
• To participate in monthly physical stock counts with the administrator and stores personnel.
• To maintain and update the project asset and equipment register.
• Maintains a tracker of office supplies (stationary, office equipment etc.) and records of documents issued & received within the project.
• To liaise with the Warehouse Personnel in ensuring that items released from the Kampala stores are delivered in good condition.
• To support in tracking and storage of key staff (HR) documents – timesheets, leave forms, insurance forms, contracts, overtime forms etc.
• To support in organization of all project meetings, attend, and take minutes as appropriate.
• Establish and maintain a manual and electronic filing/record-keeping system for easy storage and retrieval of documents, such as – SOPs, activity reports, HR contact information, and correspondence related to the project.
• To participate and support in planning and drafting of project activity budgets and workplans.
• To prepare and submit monthly administrative reports to the administrator.

Minimum Qualifications:

• A Bachelor’s degree in accounting, business administration, finance, public administration or other related fields.
• Minimum of three years’ experience working in finance in a public, private sector or international NGO environment
• Proven abilities in project administration, including the prioritization of tasks, setting timelines and record keeping
• Experience in managing US government funds (rules and regulations) will be an added advantage
• Basic accounting and book keeping skills
• Strong written and verbal communication skills
• Understanding of budget preparation processes
• Outstanding secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel, Word and other common software programs is essential
• Excellent communication and interpersonal skills; strong writing skills are essential
• Capability to perform difficult typing/word processing duties; knowledge of written communication formats and composition of such communications is crucial
• An ability to work independently and with minimal supervision

How to apply: