Administrative Assistant job at Uganda National Institute of Public Health (UNIPH)

JOB DETAILS:
The Uganda National Institute of Public Health (UNIPH), Ministry of Health has received funding from the Korean Foundation for International Healthcare to support the Health Informatics Program and the National /Regional Public Health Emergency Operations Centres. UNIPH seeks to fill the following position.

Title: Administrative Assistant
Reports to: Program Coordinator – Health Informatics
Duty Station: UNIPH
Number of Positions: One (1)

Job Summary
The Administrative Assistant will play a crucial role in providing administrative support to ensure the efficient and effective functioning of the project. The admin will be required to work with other key stakeholders for proper coordination of the project activities, in addition the officer will also coordinate meetings, workshops, trainings, communications and manage documentation.

Roles and Responsibilities
• Develop and manage a schedule of planned meetings, including regular departmental meetings, collaborations, and stakeholder engagements. Ensure that all relevant parties are informed of meeting times, agendas, and locations in advance to facilitate attendance and participation.
• Collaborate in organizing the logistical and administrative aspects necessary for the successful execution of project workshops, meetings, and events to ensure seamless operations and a conducive environment for productive engagements.
• Ensure that the officers on field trips receive necessary logistical support to make their trip/s successful. Provide clear guidance and support to officers regarding trip logistics.
• Ensure that all requests submitted to various offices undergo the necessary approval processes and subsequent activities are carried out accordingly.
• Draft correspondences, including letters addressed to various stakeholders, and expedite the approval processes associated with these communications.
• Assist in coordination of activities for visitors to the field and other sites including making hotel reservations and arranging transport in consultation with relevant officer(s)
• Collaborate in the procurement process for equipment and supplies, playing a supportive role to ensure the timely acquisition of necessary resources to support the project operations.
• Serve as a central point of contact for internal and external communications, relaying messages and information to the project staff and other stakeholders. Monitor communication channels such as phone lines, email inboxes and respond to inquiries or escalate them to appropriate personnel.
• Assist in drafting and editing correspondence, reports, and other written materials related to the project activities.
• Establish and maintain an organized filing system, encompassing both digital and physical copies, to ensure the accuracy and currency of records, files, and databases pertaining to project activities. This includes activity reports, resource requests, letters, and memos.
• Perform any additional tasks or responsibilities as directed by the supervisor, which may include various administrative, logistical, or support duties to assist in achieving organizational objectives.

Skills and Qualifications
• Bachelor degree in Arts, Social Sciences, Human Resource, Business Administration or any related field from a recognized university.
• A certificate in Administrative Law is an added advantage.
• 4 years as an administrative assistant in a reputable health related organization/ Institution.
• Excellent organizational skills with the ability to prioritize tasks, manage multiple tasks simultaneously, and meet deadlines.
• Attention to detail and accuracy in completing administrative tasks such as data entry, filing, and record-keeping.
• Ability to communicate professionally with internal and external stakeholders, both in person and over the phone/email.
• Strong customer service orientation with the ability to interact courteously and effectively with clients, visitors, and colleagues.
• Responsive and proactive in addressing inquiries and resolving issues in a timely manner.
• Computer skills including word processing (MS Word, MS Excel, MS Power point) and zoom set up for online meetings.

Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree