PROJECT ASSISTANT ( FULL TIME )

The mission of the Infectious Diseases Institute (IDI) is to build capacity of health systems in Africa for the delivery of sustainable, high quality care and prevention of HIV/AIDS and related infectious diseases through training, research and advanced clinical services. IDI has five operational areas through which it works to achieve its mission: prevention, care and treatment; training; research; laboratory services (provided through a partnership with the Makerere University-John Hopkins University Core Lab) and Outreach programmes. Since April 2011, IDI, with funding from Centres for Disease Control and Prevention (CDC) has been offering safe adult Male medical Circumcision services in Kampala as part of a comprehensive HIV prevention package for men. This initiative, branded “AMAKA -Adult Male Medical Circumcision in Kampala” is being implemented in two facilities in Kampala. IDI has received additional funding to further scale up MMC services beyond Kampala. This MMC scale up will initially involve the districts of: Kyankwanzi, Hoima, Kiboga, Masindi, Kibaale, Kiryandongo Buliisa and Kalangala among many others effective 1st October 2012.

6. PROJECT ASSISTANT
The project Assistant will provide general administrative and secretarial support to project staff as appropriate. He/She will prepare relevant financial and administrative documentation relating to the project at the project offices and will undertake all detailed planning as well as work relating to administration and logistical support for the project at his/her work station
Key responsibilities:
• Provide general administrative and secretarial support to project staff, and to project consultants as appropriate
• Compose written communication related to the project; oversee distribution of messages, letters, and other written materials, as requested, to project partners
• Schedule all project meetings; attend and take minutes as appropriate
• Develop a database of contact information; maintain distribution lists for various kinds of project communication and stakeholders
• Establish and maintain a manual and electronic filing/ record-keeping system for easy storage and retrieval of documents, reports and correspondence
• Assist in the production of project reports
• Ensure that office supplies and equipment are maintained.
• Assist in maintaining project transaction documents including expenditure approvals and processing I
• Supporting timely expenditure approval and payment processing for field activities and personnel
• Handle petty cash and ensure regular and timely accountability
• Facilitate communication and collaboration with all stakeholders
• Coordinate all project logistics.

Education Requirements:
• Bachelor’s degree in a relevant field
• At least two years relevant work experience
• Outstanding secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel. Word and other common software programs is essential
• Excellent communication and interpersonal skills; strong writing skills are essential
• Knowledge of general office practices and procedures particularly in filing, gathering and compiling information
• The ability to consistently complete multiple requests in a timely fashion;
• Ability to work independently with minimal supervision.
• Any other duties as may reasonably be assigned.

Knowledge, Abilities and Skills:
• Proven abilities in project administration, including the prioritization of tasks, setting timelines and record keeping
• Strong written and verbal communication skills
• Understanding of budget preparation processes•
• High proficiency in-the use of office computers and spreadsheets
Experience in tracking supplies
Ability to work independently to complete many tasks simultaneously.

For all the positions indicated above, the initial contract duration will be one year from the start date, but renewable based on funding availability.
To Apply:
Qualified and interested persons who wish to apply may hand-deliver, email or post an application letter with a detailed CV, naming at least two professional referees, to:
The Human Resource Manager Infectious Diseases Institute P.O. Box 22418, Kampala. hr@idi.co.ug
Deadline for receipt of applications is Friday, 4th June 2012.
Only short listed candidates will be contacted.