Job Purpose:
The position will be responsible for providing overall support for the smooth running of the project activities.
Roles & Responsibilities
• Ensures timely allocation of facilities including transport for project use;
• Tracks all project procurements for items and supplies, confirms receipt in liaison with the
Procurement Officer;
• Responsible for all project related travels and works with concerned individuals to ensure timely arrangements for bookings and facilitation;
• Ensures all project assets are tagged and securely kept and reconciles list annually together with Field Station Administrator;
• Ensures all project expenses meet available financial and accounting procedures and accounts for all project expenses in a timely manner;
• Ensures a healthy communication between the section and the station administration for all requests and suggestions;
• Helps with the planning and preparation for all project training initiatives;
• Represent the project in the station Management meetings;
• Responsible for Project staff welfare in consultation with the Project leader;
• Conducts staff orientation for new staff on the project in liaison with the Field Station Administrator;
• Handling filing of Case report forms and documents;
• Coordinate project staff leave issues;
• Organizing routine project meetings;
• Participate in organizing on-site statistics and epidemiology training and assist students in software problems;
• Manage resources and stock in the statistics and data sections (including software updates, licenses, statistics book library, and other equipment and consumables);
• Manage personnel records of the section;
• Ordering of resources through the Dynamics i.e. hardware and consumables, stationary among others for the statistics and data sections;
• Working with the estates team to ensure an operational and conducive working environment for the staff in the statistics building. This includes reporting any defaults in rest room, ensuring operational dispensers, reporting on status of the physical statistics building, ensuring
health and safety is observed in the building among others;
• Liaise with the accounts team to relay the pay slips of the statistics and data staff for onward distribution;
• Process and print out labels for field work including clinics and laboratories;
• Respond to questions and issues raised by the PI, and study coordinators regarding the data and results obtained;
• Contribute to the design of eCRFs/CRF and data collection forms for assigned studies; and,
• Do data entry as required.
Person Specification
• Bachelor’s degree in social sciences, organizational and secretarial studies or a related field;
• At least 2 years’ experience in a similar role;
• Should possess experience in a medical or scientific research setting under similar roles added advantage;
• Experience working in a clinical research setting;
• Experience in data capturing;
• Experience in administrative work;
• Should possess knowledge of the essential documents;
• Report writing / presentation;
• Computer skills;
• Communication skills;
• Should possess personal integrity;
• Emotional resourcefulness;
• Ability to learn;
• Forward thinking;
• Reliability;
• Openness to others;
• Pro-activity;
• Results orientation;
• Thoroughness;
• Concern for excellence;
• Flexibility towards others;
• Service orientation;
• Development orientation; and,
• Team Player.
How to Apply
For more information and job application details, see; MRC/UVRI and LSHTM Uganda Research Unit Administrative Assistant Jobs in Uganda
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