Jobs – Administrative Secretary BTC Project

Job Title: Project Administrative Officer / Administrative Secretary
The Ministry of Health, in partnership with BTC – Belgian Development Agency, is implementing a project named ‘Institutional Capacity Building in Planning, Leadership and Management in the Health Sector’. The project was designed in close collaboration with the MoH for optimal alignment with the ministry’s strategic vision and priorities as laid out in the NHP II and support to the implementation of the Health Sector Strategic and Investment Plan 2010/11 – 2014/15 (HSSIP).
The Project supported interventions take place at the MOH headquarters, as well as at various levels of the health pyramid in two regions (Rwenzori and West Nile) and at the national Health Manpower Development Centre (HMDC Mbale).
Job Summary: The Project Administrative Officer / Administrative Secretary will work closely with the Technical Advisor on implementation and follow-up of the project support at Ministry of Health and the different implementation areas
Key Duties and Responsibilities: 
  • Fulfill the role of secretarial ‘single point of contact’ for the project.
  • Fulfill all secretarial requirements for the project (i.e. minutes taking, maintaining files, manage office supplies, etc.)
  • Responsible for coordinating and supporting the project in organizing and following-up of planned activities (i.e. workshops and trainings) from the administrative and secretarial viewpoint. This includes: coordination, invitations, logistics and venue planning, execution, budgeting, liaising with key stakeholders at district levels, etc.
  • Providing administrative support to procurement and logistics management for project activities. Aspects to support e.g. are: follow-up of tenders (preparation of letters, correspondence, filing, delivery of goods, necessary paperwork, completeness, etc.), asset registration, local procurement, HR related files, etc.
  • Work closely with the Regional Project Officers in the West Nile and Rwenzori region to support ICB management for a smooth execution of activities in the districts and health facilities in this area. Provide support in their administrative tasks as to enable them to perform according to plan.
  • Diverse correspondence with internal and external parties on behalf and under guidance of the management of the project. Actively and regularly participate in project planning, coordination, implementation and monitoring as member of the project secretariat.
  • Perform any other duties assigned by the Project Coordinator or Technical Advisor.
Qualifications, Skills and Experience: 
  • The applicant must hold a Degree in Business Administration, Social Sciences or any other relevant field.
  • Additional qualification in project management will be an advantage
  • A minimum of three years proven experience in administration
  • Past working experience in the health sector with Government of Uganda (central or local) or a reputable NGO or bilateral organization is an added advantage.
  • Detailed working knowledge of District Local Government set-up and the health sector organization will added advantages
  • Well organized and able to work independently and to take full responsibility of assigned tasks.
  • Open minded, good communication and interpersonal skills (negotiation, moderation, representation, presentation of results)
  • Highly result oriented, effective and efficient administrative skills
  • Good computer skills (i.e. spread sheets, word processing and internet use)
  • Excellent verbal and writing skills in English
How to apply for the job: 
All candidates are encouraged to send their applications which should include hard copy application letters (mention the vacancy), updated and detailed curriculum vitae, copies of academic certificates, at least two recent professional references (in English), and should be addressed to:
The Project Coordinator Attention: ICB Project Officer Ministry of Health Headquarters Room D 113 (New Annex), Plot 6, Lourdel Road, Nakasero Kampala, Uganda.
NB: Only short listed candidates will be contacted.
Deadline: 24th June, 2014 by 12 Noon
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