Job Title: Project Administrative Assistant
Duty station: Kagadi
Organization: Infectious Diseases Institute
Role and Responsibilities
- 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:
Deadline for Application: November 14 2023
