Project Administrative Assistant job at Infectious Diseases Institute

General Summary
The Project Administrative Assistant will provide general administrative and secretarial support to project staff as appropriate. He/She will prepare relevant administrative documentation relating to the project and will undertake all detailed planning as well as work relating to administration and logistical support for the project at his/her work station. The Project Administrator will provide supervisory oversight.

Key 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.

Person Specification
• 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

Job application procedure
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