Finance & Admin Assistant Job at Infectious Diseases Institute

Infectious Diseases Institute

Finance & Admin Assistant Job Post

Location: Jobs in Uganda 2023 - 2024

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: February 06 2024

Hiring Organization: Infectious Diseases Institute

Job Details:

General Summary
The post holder will provide finance, administrative and secretarial support to the project field office staff as appropriate. He/she will participate in drawing of periodic work plans/budgets in relation to set targets, account for all the project field funds, assets and equipment and ensure proper utilization of project assets and equipment. S/he will develop a database of key project contact information; maintain distribution lists for various kinds of project communication and schedule all field office level project meetings; attend and take minutes as appropriate

Key Responsibilities
• Participate in drawing of periodic work plans/budgets-in relation to the set targets
• Account for all the project field funds and ensure proper utilization of project assets and equipment
• Develop monthly schedules to allocate use of vehicles and supervise transport assistants
• Support in the management of project resources such as human resources, finances, vehicles among others
• Prepare financial reports on a monthly, quarterly and annual basis
• Assist with all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage
• Managing inventory of assets and supplies, monitoring critical level of stocks, sourcing for suppliers and submitting invoice
• Coordinating between operating units in resolving day-to-day administrative and operational problems
• Preparing meeting minutes, meeting notes and internal support materials.
• Assign jobs and duties to office assistant as required.
• Schedule appointments and meetings with the district and other stakeholders
• Manages staff Leave schedules and time sheet reporting
• Assists in preparation of activity budgets and expenses

Person Specification
Education Requirements:
• Bachelor’s degree in a finance related field
• Additional training in accounting packages will be an advantage

Required experience and skills:
• A minimum of two years’ relevant work experience
• Basic accounting and book keeping skills
• Good secretarial skills, including advanced abilities in word-processing, spreadsheets, filing, and general computer use; knowledge of MS Excel, Word and other common software programs
• Excellent communication and interpersonal skills; strong writing skills are essential
• Ability to perform typing/word processing duties; knowledge of written communication formats and composition of such communications is crucial
• 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 and with minimal supervision