MRC/UVRI

Administrative Officer job Post

Location: Jobs in Uganda 2024 - 2025

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 25 September 2024

Hiring Organization: MRC/UVRI

Job Details:

The Unit is an internationally recognised centre of excellence with dominant research themes in the areas of HIV and emerging infections, vaccines and immunity, and chronic diseases and cancer. Through a multidisciplinary approach, intersecting basic science, epidemiological research, social-behavioural research and the conduct of new intervention evaluation studies, the Unit contributes knowledge on changing epidemics and diseases, the evaluation of innovative health care options, treatment and prevention and the development of health policy and practice in Africa and worldwide. Following the signing of strategic transfer agreements between the London School of Hygiene & Tropical Medicine (LSHTM) and the
Medical Research Council (MRC UK), the Unit formally joined LSHTM on 1st February 2018. The exciting new partnership will boost research capacity into current and emerging health issues in Africa and throughout the world. The Unit is based at the UVRI Entebbe campus with established outposts in Kalungu, Masaka, Wakiso and Kampala Districts. The Unit is now seeking enthusiastic and experienced individuals to fill the following position:
Administrative Officer – (01 Position)
Position Code: AO-924
Reports to: Head of Clinical Research Trial Platform
Station: Entebbe

Job Purpose:
The job holder will manage a wide range of administrative tasks for the Clinical Research and
Trials Platform, providing essential support to the Platform team and Principal Investigators (PIs). This role will ensure the smooth execution of administrative functions, enabling the efficient operation of clinical research activities.

Roles & Responsibilities
1. Projects management
• Ensure timely projects set up in liaison with the theme leader;
• Work with the relevant section to ensure ethical approval for all projects within the programme;
• Working with procurement section, ensure timely procurement of all supplies for the
• respective projects under the Programme and ensure proper utilisation and reorder as necessary; and,
• Ensure timely provision and management of transport needs for the theme liaising with the fleet supervisor, and responsible for the drivers while undertaking project work.
2. Human resources
• Ensure all staff under the Programme have valid contracts and liaise with human resources for any issues;
• Work with HR section in the recruitment of staff for the theme;
• Ensure proper leave tracking and management for all staff under the Programme; and,
• Ensure a smooth and safe working environment for all Programme premises and work with the respective teams were needs for improvement or repair arise.
3. Financial management
• Actively manage project budgets ensuring all spending is within budget as well as reviewing monthly expenses for accuracy;
• Participate in budgeting for projects within the theme working with relevant sections;
• Actively tracks ethical applications, project milestones and performance reports; and,
• Responsible for Petty cash management for the respective projects in the theme.
4. Reporting
• Ensure timely submission of operational and scientific project reports for different projects as agreed with the Theme Leader and respective project leaders; and,
• Undertake any other duties as may be assigned by Supervisor and other senior unit personnel.
5. Facilities Management
• Oversee and follow up on utility payments;
• Supervise cleaning contractors within the facility; and,
• Ensuring that the facility is in good working condition and well maintained.

Person Specification
• Bachelor’s degree in, Administration, social sciences, public administration or a related field;
• Post Graduate Diploma in Project Management is an added advantage;
• Should possess at least three years’ experience in an international Organization or research-based organization;
• Should have experience working in administration, stores management, and office management;
• Should possess knowledge of finance and accounting;
• Should be proficient in computer use (MS Word, Excel, Access);
• Knowledge of procurement;
• Should possess excellent verbal and written communication skills;
• Results-oriented attitude;
• Ability to work independently and as part of a team;
• Ability to work under pressure and tight deadlines;
• Willingness to attend training, conferences, and meetings;
• Reliability;
• Proactivity
• Results orientation;
• Thoroughness;
• Concern for excellence;
• Flexibility towards others; and,
• Service orientation.

Application procedure

Follow the link below to fill a form and submit your application documentation:
https://redcap.link/Administrative_Officer
Filling the form more than once will lead to automatic disqualification. High level of integrity while filling the form is required and will be considered during shortlisting.
Combine all your application documentation i.e. cover letter, CV & academic documents into one PDF document. Deadline for application is 25th September 2024, 5:00pm. Only shortlisted candidates will be contacted for interview. This position is open to
Ugandan nationals only. Strictly follow the application procedure as failure to do so will lead to automatic disqualification. Only online applications through the link provided will be accepted. You will receive a notification in your email if your application and documentation have been successfully received.
N.B: You will be required to present certified copies of your academic documentation and a certificate of good conduct before employment.
The applications should be addressed to:
The Head of Human Resources,
MRC/ UVRI and LSHTM Uganda Research Unit,
P.O. Box, 49,
Entebbe, Uganda.
Consider your application unsuccessful if not contacted within eight (8) weeks after the closing date of the advert. Any form of lobbying at any stage will lead to automatic disqualification.
By submitting your personal information, you consent to the MRC/ UVRI and LSHTM Uganda Research Unit holding and using it in accordance with its recruitment policy and procedure.
The Unit reserves the right to verify documents attached with the relevant awarding institutions to authenticate their validity.
MRC/UVRI & LSHTM Uganda Research Unit strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, sex, colour, national origin, religion, age, marital status, and disability. We highly encourage persons with disabilities to apply and compete for different job openings at the Unit. The Unit is an equal opportunity employer committed to having a diverse workforce and does not ask for money at any stage of recruitment.