Administrative Assistant (Senior)- job at MRC/UVRI & LSHTM Uganda Research Unit | Apply Now

Principal duties;

• Ensure professional front desk support for visitors and staff;

• Receive documents and disburse incoming mails and likewise for outgoing mails;

• Ensure proper management of the stores and regularly update dynamics system. The position participates in monthly stock reconciliation and notifies the site administrator of any stock nearing expiry;

• Ensure timely requisition of required stock. The position participates in tracking

• procurement for items and supplies needed to aid activities execution and issues out approved requests for stored items;

• Receive driver errand requests and allocate transport errands to the drivers articulating

• the different projects to charge per errand. The position also works with drivers to receive and report vehicle faults to administration;

• Undertake clerical work for the station i.e. handling documents, filling and proper retrieval

• among others as may be required. The position is required to maintain high levels of

• professionalism and confidentiality;

• Financial support through management of a modest imprest for the station and proper

• accountability to administration;

• Ensuring availability of petty cash for project refunds and make monthly reconciliations with the site administrator;

• Supports coordination of travels and works with concerned individuals to ensure timely arrangements for bookings and facilitation;

• Support the site administrator to ensure all project assets are tagged and securely kept with reconciliations done on an agreed upon interval;

• Helps with the planning and preparation for trainings, meetings and other activities or events at the station; and,

• Supports orientation of new staff at the station or project in liaison with the line manager.

Line management responsibilities;

• The post holder may be tasked with line management of a small team (cleaners, driver and office attendants) for which the following has to be ensured;

• Staff are enabled to perform their assigned duties as expected;

• Staff professional development is nurtured in line with the Unit’s and LSHTM’s capacity building goals

• There is a positive and supportive work environment;

• Staff feel included and valued and their professional feedback and proposals are heard and considered;

• Staff expectations are clearly communicated;

• Staff performance is regularly monitored;

• Potential conflicts are resolved promptly and decisively, involving the line manager where needed;

• Formal appraisals are conducted within the departments in line with the Unit’s schedule;

• Applicable LSHTM and Unit HR policies are being followed at all levels; and,

• Participate in the development of equal opportunities, diversity and inclusion.