Administrative Assistant at Makerere University Joint AIDS Program

Makerere University Joint AIDS Program (MJAP) is a private-not-for profit Company under Makerere University. MJAP works to build partnerships and strengthen health systems to optimally respond to HIV/AIDS, TB, Non-communicable diseases (NCDs) and other diseases of public health importance in Africa.

MJAP is implementing a sub-award grant from Infectious Diseases Institute (IDI), for accelerating HIV/AIDS Epidemic Control in Kampala region; with funding from the President’s Emergency Plan for AIDS Relief (PEPFAR).

MJAP is seeking competent, passionate and dynamic individuals to fill the position of:

Role Title: Administrative Assistant – (Voluntary Male Medical Circumcision – VMMC), Kampala

Reports to: The Administrative Officer

Role Definition: Provide support for general office operations and effective implementation of VMMC activities, in accordance with MJAP’s administrative policies.

Roles and Responsibilities

1. Assisting the VMMC Team Lead in developing, reviewing, implementing and monitoring the administrative component of the VMMC work plans and budget.

2. Working closely with the VMMC Team Lead to make requisitions for conducting project activities, based on the approved work plan and budget

3. Liaise with the accounts office to process payments for the timely implementation of activities and submit timely accountabilities.

4. Monitor the VMMC budget utilization viz-a-viz the approved work plans

5. Assisting the Administrative Officer in maintaining and monitoring the proper utilization of VMMC program equipment and assets by reporting any potential security issues; and providing preventive mechanical maintenance.

6. Preparing and following up requisitions for VMMC operations activity funds and accountabilities.

7. Receiving office petty cash and submitting accountabilities with the relevant supporting documentation to the Accounts office.

8. Receiving visitors, correspondences (manual and electronic), distributes and relays them to the concerned people as soon as they are received.

9. Taking minutes of the VMMC Program meetings and filing all program documents in appropriate files.

10. Assisting with documentation, photocopying, requisitions, orders, etc. and day-to-day activities to facilitate effective and smooth operations of the VMMC program.

11. Initiates requisitions for monthly payments of program utility bills.

12. Assisting the Administrative Officer in organizing logistics for trainings and workshops by making calls for bookings of hotels/venues for meetings/workshops

13. Conducting quarterly verification and physical counting of all MJAP assets and submit a report to Administrative Officer.

14. Prepare and submit accurate, and timely monthly administration reports to the supervisor

15. Liaising with the Makerere University Hospital administration to ensure a clean environment for staff and patients at the Hospital, the offices at Lincoln Flats; and custodian of office keys at Lincoln

Qualifications and job requirements:

 Bachelor’s Degree in Finance, Accounting, Business Administration and/or related field from a recognized institution.

 Extensive Computer knowledge in Microsoft Excel, Vision Excel, Word, PowerPoint, SUN Accounting and Access.

 At least three (3) years’ relevant working experience in office management and administration in a reputable NGO.

 Good knowledge of logistical operations is desirable

 Computer skills including MS Office or equivalent and use of internet or email

Key personal competences

 Great Communication skills, Excellent customer care, and interpersonal skills
 Strong management and analytical skills.
 Ability to be flexible, work independently, prioritize tasks, and meet deadlines

MJAP is an equal opportunity employer. Interested candidates who meet the above mentioned requirements should send their applications, a detailed curriculum vita and copies of relevant academic documents, that do not exceed 5 MB to; The Human Resource Manager, Makerere University Joint AIDS Program (MJAP), not later than 18th March, 2022 by 2:00pm.

Only shortlisted candidates will be contacted

Email address for applications; hr@mjap.mak.ac.ug