Job Position: Administration Assistant
Organization: Baylor College of Medicine Children’s Foundation
Duty station: Kampala & Jinja
Key responsibilities:
- Prepare and provide administrative support during didactic, mentorship, Program, and community-building sessions in accordance with the funder rules and regulations.
- Coordinate front desk communication tasks including providing guidance to visitors.
- Follow up with UPHFP-LLP office activities including report and accountability filing from fellows and mentors.
- Follow up with training facility set up for fellows including timely availability of training materials.
- Follow up with field activity preparation for staffs, fellows, and mentors. This includes timely availability of supplies and logistics for the UPHFP-LLP as well as field activities.
- Prepare, submit and follow-up on requests for supplies, payment requests for funds and procurement for UPHFP-LLP.
- Follow up on regular maintenance of the program motor vehicle to see that it is in proper working condition at all times.
- Maintain an up-to-date inventory of assets and equipment for the UPHFP-LLP.
- Coordinate an appropriate filling system for the UPHFP-LLP to ease access to office documents.
- Schedule and coordinate program meetings. This includes documenting the meeting minutes for UPHFP-LLP.
- Supervising driver and janitor for the UPHFP-LLP.
- Support the program coordinator to work with the MOH and district officials in the field sites to provide the best field experience for the fellows.
- Receive and file field products from fellows and liaise with other secretariat to ensure timely review and feedback to fellows.
- Follow up with fellows’ tracking database (cohorts, conferences, deliverable progress) is up to date.
- Ensure completeness of the fellows monitoring sheets to track progress.
- Carry out any other duties as may be assigned by Program coordinator.
Minimum Qualifications:
- A bachelor’s degree in Business administration or related field from a reputable institution is required.
- A postgraduate degree in office management is an added advantage.
- At least 1 year of experience as an administrator assistant in a reputable organization/ institution with adequate experience in office management, and coordination.
- 1 Year of relevant Experience
How to apply:
Interested candidates should submit their cover letter, CV, daytime telephone contact, three traceable professional references, and certified UNEB certificates as well as certified University Transcripts
Deadline: 26th November 2023
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