Clinic Administrative Assistant (2 Positions) at Makerere University Walter Reed Project (MUWRP)

Position Number: MUWRP/01/11/2022

Position Title: Clinic Administrative Assistant

Position Location: Mukono General Hospital.

Contract Tenure:6 months with a possibility of extension subject to availability of funding.

About Makerere University Walter Reed Project (MUWRP)

Makerere University Walter Reed Project (MUWRP) was established in 2002 for the primary purpose of HIV vaccine development and building of vaccine testing capability in Uganda. It is one of the 5 international research sites established by the Department of Defense (DoD) United States HIV Research Program (MHRP), a program centered at the Walter Reed Army Institute of Research (WRAIR) in Silver Spring, Maryland. MUWRP’s main facility is centrally located in Kampala, within a short distance from the Makerere University College of Health Sciences where the MUWRP laboratory is located. The main facility includes the clinic, administrative and data offices.

Position summary: The candidate will serve as a Clinic Administrative Assistant at MUWRP for a Clinical trial at Mukono General Hospital.


Key Duties and Responsibilities: 

Protocol related Activities: -.

  1. Schedule appointment for Volunteers using the clinic calendar.
  2. Ushers in volunteers and directs them to the relevant medical personnel.
  3. Handles requisitions, reimbursements and accountability of volunteer’s stipend.
  4. Escorts volunteers to their homes after vaccination
  5. Timely receipt and tracking of laboratory results and follow up on any delays
  6. Maintain and update participants’ data bases.
  7. Handle clinic department related purchase and cash requisitions and accountability for Volunteers’ reimbursement


  1. Ensure that all supplies needed for protocol related activities are readily available for clinic activities.
  2. Work with logistics team to ensure timely delivery of supplies to the clinic
  3. Identify suppliers of goods required together with the logistics Officer and negotiate cost effective arrangements to deliver supplies.
  4. Maintain, monitor and update inventory of clinic Assets
  5. Make Requisitions for Clinic supplies

Office Administration

  1. Ensure clinic staff adequately account for their time as per their assigned roles and responsibilities.
  2. Participate in orientation of new clinic staff
  3. Work with Administration to organize and coordinate clinic trainings and workshops.
  4. Coordinate meeting arrangement, conference calls for the clinic team.
  5. Prepare minutes and follow up on action items

Required Education and Knowledge and experience: 

  • Bachelor of Arts in Social Sciences or any humanities degree.
  • At least two years’ experience in front desk administration
  • Previous work in a research environment is added advantage

Personal attributes

  • Highly organized, detail-oriented and self-motivated.
  • Ability to handle multiple tasks simultaneously.
  • Ability to maintain a high level of confidentiality.
  • Ability to work on own initiative.
  • Ability to professionally communicate in writing, verbally or other means deemed appropriate.
  • Good interpersonal/communication skills
  • Fluency in verbal and written English and Luganda

Supervisory Controls: The individual will serve under the immediate supervision of the Research Manager / Designee.

Physical ability: The ability to travel within the work site and field stations.


Deadline: 03/12/2022

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