Field Administrative Assistant job at Makerere University Walter Reed Project (MUWRP)
About the Organization
MUWRP is committed to actively engaging communities at various stages of the research process, from trial protocol development, through implementation, to dissemination of research findings. Scientists are encouraged to participate in engagement activities with the public both inside and outside the research community. Sharing our research work is a crucial part of the MUWRP pillars. MUWRP ensures the community members are informed of the research protocols taking place in their communities.
Job Description
Makerere University Walter Reed Project (MUWRP) is a non-profit biomedical research organization, whose mission is to mitigate disease threats through quality research, health care and disease surveillance. MUWRP was established in 2002 by a Memorandum of Agreement between The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) and Makerere University (Mak) undertake medical research to test HIV vaccines. Over the years, MUWRP's portfolio has progressively expanded to include vaccine research for Ebola and Marburg viruses, Emerging Infectious Diseases Program (EIDP) for surveillance of influenza and influenza-like viruses and other emerging infections in humans and animals; also, a PEPFAR funded program in HIV treatment, care and prevention in the districts of Kayunga, Mukono, Buvuma, Buikwe, Luwero, Nakasongola. Additionally. MUWRP seeks to fill the following position.
Contract Tenure: 1 year with a possibility of extension subject to the needs of the Organization
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Duties and Responsibilities
Administrative Support
Clerical Tasks: Performing routine clerical duties such as filing, data entry, copying, and scanning documents.
Correspondence: Handling incoming and outgoing communications, including emails, phone calls, and letters.
Document Preparation: Preparing reports, memos, invoices, and other documents as needed.
Field Coordination
Scheduling: Coordinating schedules for field personnel, including arranging meetings, appointments, and travel itineraries.
Logistics Support: Assisting with the logistical aspects of field operations, such as arranging transportation, accommodations, and equipment.
Inventory Management: Managing supplies and equipment inventory, ensuring field staff have the necessary resources.
Data Management
Record Keeping: Maintaining accurate records of field activities, expenses, and personnel.
Data Collection: Collecting and organizing data from field operations, ensuring it is accurately recorded and easily accessible.
Reporting: Compiling and preparing reports based on field data, providing insights and updates to management.
Financial Administration
Expense Tracking: Tracking and managing expenses related to field operations, including processing invoices and expense reports.
Budget Assistance: Assisting in the preparation and monitoring of budgets for field activities.
Communication and Coordination
Liaison: Acting as a liaison between field staff and office management, ensuring effective communication and coordination.
Client Interaction: Communicating with clients and stakeholders as needed, addressing inquiries, and providing information.
Support for Field Staff
Problem-Solving: Assisting field staff with resolving administrative issues and challenges.
Training: Providing administrative training and support to field personnel as necessary.
Compliance and Procedures
Policy Adherence: Ensuring that field operations comply with company policies and procedures.
Regulatory Compliance: Assisting in compliance with relevant regulations and standards, such as health and safety requirements.
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Qualification, Experiences and Competencies
Educational Requirements
High School Diploma: A high school diploma or equivalent is typically required.
Further Education: An associate or bachelor’s degree in business administration, management, or a related field may be preferred.
Professional Experience
Relevant Experience: Previous experience in an administrative or clerical role is often required.
Field Operations Experience: Experience supporting field operations or working in a field-based role is advantageous.
Skills and Competencies
Organizational Skills: Strong organizational abilities to manage multiple tasks and prioritize effectively.
Communication Skills: Excellent verbal and written communication skills for interacting with field staff, management, and clients.
Technical Proficiency: Proficiency in using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
Attention to Detail: High level of accuracy and attention to detail in all tasks.
Personal Attributes
Adaptability: Ability to adapt to changing circumstances and handle unexpected issues in the field.
Problem-Solving: Strong problem-solving skills to assist with resolving field-related administrative challenges.
Interpersonal Skills: Good interpersonal skills to work effectively with diverse teams and clients.
Knowledge Areas
Administrative Procedures: Understanding of office administrative practices and procedures.
Field Operations: Basic knowledge of field operations and logistics.
Financial Management: Familiarity with budgeting, expense tracking, and financial reporting.
How to Apply
APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.
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