Executive Assistant @ University Research Co

Executive Assistant
Location:  Kampala, Uganda
Executive Assistant

University Research Co., LLC (URC)
URC is a global company dedicated to improving the quality of health care, social services, and health education worldwide. With a non-profit affiliate, the Center for Human Services (CHS), URC manages projects in over 45 countries, including the United States.

Established in 1965, URC offers a range of technical assistance to strengthen health and social systems and service quality by empowering communities and health workers to identify and scale up locally appropriate solutions to critical problems. Internationally, we expand access to and improve the quality of services addressing maternal, newborn, and child health; infectious diseases, including HIV/AIDS, TB, and malaria; reproductive health and family planning; food and nutrition; and vulnerable children and families. In the US, we focus on improving communication related to issues like substance abuse, with a particular focus on reaching underserved populations.

URC’s mission is to provide innovative, evidence-based solutions to health and social challenges worldwide. Please join us in carrying out our mission (http://www.urc-chs.com/).

Division & Project Overview:
The University Research Co., LLC (URC), a US-based public health organization working in Uganda since 2005, is implementing the five- year USAID funded Defeat TB Activity. The purpose of this project is to support the Government of Uganda’s TB Control Program to increase TB case notification, case detection and treatment outcomes through health system strengthening, with the aim of ending the TB epidemic in Uganda.

Job Purpose
Under the supervision of the Defeat TB Project Chief of Party, the Executive Assistant will perform highly complex administrative functions to support the work of the COP. The Executive Assistance will provide high-level support, often of a confidential nature, for the COP, including administrative, record keeping, communications, and logistical support.

Roles and Responsibilities:

  • Coordinate and maintain the COP’s calendar of appointments and schedule the COP’s meetings and conference calls.
  • Liaise with government officials (including MOH and hospital directors) and their staff, and other implementing partners), to set up high-level meetings with project COP and senior management as desired.
  • Manage incoming correspondence to the COP, including e-mails, letters, and invitations to meetings.
  • Support the COP in prioritizing his workload, tracking and bringing to his attention items for urgent action. Drawing upon experience and judgment, retrieve priority documents for the COP’s attention and routinely provide recommendation of appropriate action to ensure timely execution.
  • Draft and proofread outgoing correspondence on behalf of the COP.
  • Prepare documents and PowerPoint presentations as requested by the COP.
  • Process signature and mailing requests coming to the COPs desk from the various project sections (including administration/procurement, finance and technical areas).
  • Establish and manage a confidential filing system for the COP.
  • Process reports, memos, and minutes of senior management and other meetings as required by the COP.
  • Support selected project program implementation activities including event and meeting logistics management, as requested by supervisor.
  • Process domestic and international travel itineraries, expense vouchers and visa procurements for the COP and other senior management staff.
  • Preform any other related duties assigned for time to time
Minimum Qualifications:
Required Experience & Qualifications
  • Bachelor’s Degree in Business Administration, Secretarial Studies, Office Management or another relevant field
  • 3 years’ relevant work experience in the similar job with knowledge of modern Office methods and practices.
Desired Experience & Qualifications
  • Excellent command of both written and spoken English with good interpersonal skills.
  • High level of organizational skills with keen attention to detail
  • Computer literacy skills
  • A post-graduate qualification in Business Administration or Management is an added advantage.
  • High level of organizational skills with keen attention to detail
  • Proactive and able to work with minimal supervision
  • High level of integrity, Confidentiality & Professionalism.
Please note: Only candidates who are eligible to work in Uganda for an indefinite period without a need for sponsorship will be considered for this position.

To Apply:
For immediate consideration, please visit URC’s Career Opportunities page at http://www.urc-chs.com/careers.

You must upload your CV/Résumé and your Cover Letter where indicated. Also, please complete your application form and attach a completed USAID Form 1420 Contractor Employee Biographical Data Sheet as well.

Due to the large number of inquiries we receive, only candidates who have met the required experience & qualifications for this position will be contacted. No phone calls please. However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise. Thank you very much for your interest.

Research Administrator @ MakSPH-CTCA

MakSPH-CTCA is searching for an Administrator for a research project Administrator on TB- Tobacco integration using mHealth approach. This position serves as the key link for the project team and project partners. This position will provide the research Team administrative support to ensure smooth implementation of the research project.


Responsibilities include, but are not limited to:


  1. Provide overall administrative support to the project, working closely to support the project coordinator
  2. Arrange and secure logistics for project activities
  3. Monitor the budget expenditure in close collaboration with the project coordinator
  4. Ensure proper accountability of all funds dispatched.
  5. Support the research team in undertaking procurements, contract drafting, MoU drafting and other financial modalities.
  6. Draft project financial requests in time
  7. Ensure logistical preparation and readiness of research team in case of field activities.
  8. Work with the FMU to draft financial reports as required by the accounting cycle.
  9. Support the coordinator in communication of related activities.
  10. Lead the organization of team meetings and workshops as requested by the coordinator.
  11. Maintenance of proper study accounts and records (computerized and manual) related to budget, receipts and payments.
  12. In collaboration with the Principal Investigator, ensure reconciliation of the expenditures and budget lines on a quarterly basis
  13. In collaboration with the Principal Investigator, ensure that all services provided to the study are paid for.
  14. In collaboration with the Principal Investigator, ensure inventory and supplies control.
  15. Ensure high degree of confidentiality as regards research records


  1. Ensure that all project properties are secure, in good condition and used only for project work
  2. Any other duties as may be assigned from time to time.


The required candidate should have the following qualifications:


  1. Minimum of a University degree from a recognized university
  2. At least 2 years of work experience in a similar organization.
  3. Experience in working with a research organization for at least 2 years
  4. Experience in basic financial accounting, human resource management, procurement, research and records keeping.


An attractive salary commensurate to the experience and qualifications will be offered

Research Project Overview

MakSPH-CTCA in collaboration with Ministry of Health Uganda, East Tennessee State University and WHO are implementing an implementation Science Research project to integrate tobacco cessation services into TB programs using mHealth specifically text messages. The goal of the project is to use mHealth solutions to integrate tobacco control into TB programmes to improve TB treatment outcomes in Uganda. The primary objective is to support TB patients to quit tobacco use. The secondary objectives are: a) To train health workers on mHealth solutions for TB-Tobacco integration; b) To assess the period that participants take to quit tobacco use; c) To support TB patients to adhere to TB treatment. This is a 3-year project that will be implemented in hospitals in Uganda.

Application submission

To apply for this position please submit in confidence a resume and a cover letter that details why you are a good fit for this career position to bakairak@ctc-africa.org, copy nyamurungik@ctc-africa.org

Timelines: Deadline is March 27th, 2017


Job Description:

Assists in coordinating staff travels within the country. He / She receives Travel request forms and follows on accommodation arrangements

Job Details

Location: Kampala

Background:  The Danish Refugee Council (DRC) is a private, independent, humanitarian organization working on all aspects of the refugee cause in more than 40 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief. In Uganda, DRC works in North, North-Western, South-Western and North-Eastern regions in a range of emergency and development support for refugees and displacement-affected communities(for more information go to http://www.drc.dk)). Purpose The purpose of this position is to manage assistance to staff as they carry out their routine activities. The front desk assistant position is also meant to generally manage assistance for DRC guests and other stakeholders. Key Responsibilities Assists in coordinating staff travels within the country. He / She receives Travel request forms and follows on accommodation arrangements Manages assistance for all guests including staff and all the other stake holders. Manages the central mailing book for Kampala office ensuring that all incoming and outgoing mail is correctly recorded. Provides logistical support for office meetings and workshops. Maintains an updated contact list Organizing and scheduling appointments. Receiving phone calls at the office. Ensures that there is always tea, coffee and drinking water available at the office Takes minutes for Kampala office meetings as required and compiles minutes from all locations and submits to Administrative officer by Wednesday of every week. Assists with HR filing as requested by HR officer. Displays necessary notices and memos on the office Notice board. Provides clerical support to all staff when required The responsibilities mentioned above are not exhaustive and other work can be required depending on operational needs. This job description defines the guiding rules and principles specific to the post which must be respected when carrying out the above mentioned tasks and responsibilities. Reporting Arrangements Reports to the Administrative officer based in Kampala.

Personal Specifications

Essential: Educational qualification in Business Administration or management with at least 2 years work experience in Administration preferably with INGOs Proficiency in MS office and attention to detail. Knowledge of administrative practices and procedures. Good working knowledge of office procedures and office management. Strong organizational skill with ability to multitask. Flexibility and adaptability Able to maintain confidentiality. Fluent in written and spoken English. Competencies Proven ability to manage large varied workloads and deal constructively with stress and periods with long hours. Proven ability to prioritize tasks, meet deadlines and work with limited supervision Proactive, stable and robust character and a good team player. Excellent communication skills, calm and a good sense of humor. Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.

How to apply: Applications should be in English and include the following: A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria and salary expectations. Concise and accurate CV (maximum 3 pages). The CV should include information about your qualification, relevant training courses, work experience, name and contact details of 3 relevant references. The application should be sent to administrator@drcuganda.org and the subject line should read Front Desk Office Assistant Kampala.

The deadline for submission of applications is the 27th January 2017.

* We thank applicants for their interest in the position however; only shortlisted candidates will be contacted

Secretary @ WHO

Job Description

The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: /16/FT810


Grade: G4

Contract type: Fixed-term Appointment

Duration of contract: 12 Months Renewable

Date: 19 December 2016

Application Deadline: 15 January 2017
(9 day(s) until closing deadline)
Currently accepting applications

Duty Station: Kampala, Uganda

Organization unit:

* Purpose of the Position

As Secretary the incumbent will ensure the smooth flow of work as related to clerical activities, coordinating actions with other support staff in the team and in consultation and collaboration with the Assistant to the WHO Representative.

* Objectives of the Programme and the immediate Strategic Objectives

Country Office Support Units have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system.

* Organizational context

The incumbent works on the basis of general instructions, own experience and precedents, following WHO CO-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues. Most of the work is controlled for correctness and appropriateness by the incumbent. Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by originator. The incumbent is relied upon to brief colleagues on WCO specific administration procedures and practices.

Description of duties:
Under the general supervision of the Operations Officer, the incumbent performs the following functions:
1. Oversee and monitor the information flow, screening, sorting and analyzing, identifying areas which need action.
2. Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each including redirecting as appropriate.
3. Provide background information for appointments with official visitors and/or staff members.
4. Register, classify and route incoming correspondence, documents and other material.
5. Act as a secretary to the Administration Staff meetings and Local Contracts Review Committee.
6. Track suppliers’ invoices paid and follow-up on receipts for VAT claims.
7. Process requests for office supplies by units/staff, issue and update inventory cards/bins.
8. Support CSU staff on photocopying relevant background and supporting documents, receipts and invoices for managed attachments, suppliers’ evaluations, VAT claims as well as background documents for DI accountabilities.
9. Liaise with suppliers to obtain monthly statements and follow-up on all payments outstanding.
10. In collaboration with CSU staff, monitor deadlines, reminding staff members of pending issues and ensuring that correspondence and queries are responded in a timely manner.

11. Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
12. Verify that outgoing correspondence is presented in accordance with WHO and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
13. Ensure incoming correspondence and requests are in line with instructions, WHO standard rules, practices and procedures; editing and correcting them as necessary in terms of adequacy of supporting documents, background materials, logical flow of information and grammar; prior to their submission for signature or clearance of relevant authority.
14. Maintain filing systems of administrative documents and supplier contracts, ensuring that all activities supported are traceable and accessible as required.

15. Support the organization of team and departmental meetings, workshops, seminars including developing list of participants, preparing letters of invitation, reservation of meeting rooms and hotel accommodation, dispatching of materials and liaising with participants and others involved.
16. Prepare presentations using Power Point and other software packages on own initiative or on the basis of instructions.
17. Schedule weekly tea and ad hoc meetings, according to schedules and need, taking and preparation of minutes.

18. Act on other positions in the CSU department when other colleagues are away.
19. Perform other related duties required or instructed, including providing support to other areas of work.

Achievement Activities Include: Timely and high-quality output and results to support the achievement of the objectives of the unit, and enable effective program implementation in the region.

With whom and for what purpose does the job require contacts?

Within unit/division WHO Representative, Operations Assistant To discuss assignments, obtain and give information, provide support;
Within Organization at duty station Staff at all levels I the CSU, other clusters and departments, and administrative, financial and other services To exchange information as related to travel arrangements, meetings, etc.
Within Organization outside duty station Counterparts in partners Organization/institutions To exchange information as related to travel arrangements, meetings etc.
Outside the Organization Visitors and participants to meetings
To give/obtain information and provide secretarial support during meetings

Essential:- Completion of secondary school education and/or equivalent technical or commercial education.
Desirable:- Training in typing/secretarial tasks and/or in a clerical field is desirable.
Competencies : Generic
*1. Knowing and managing yourself
*2. Producing results
*3. Fosters integration and team work
4. Moving forward in changing environment

Functional Knowledge and Skills:-
The incumbent maintains and updates proficiency in the use of modern office technology through in-house courses, on-the-job training or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

IT Skills
Work requires the use of word processing or other software packages, and standard office equipment. Formal or self-training in the use of standard office software. Training in Oracle-based or other ERP systems an asset. Work requires the use of word processing facilities to create, edit, format and print correspondence and documents, spreadsheet and visual presentation software; extensive use of e-mail and scheduling software to improve communication both internally and externally, Oracle/GSM for administrative matters.

At least 2 to 4 years of experience as a professional Secretary.
Desirable:- Experience in administrative support in WHO or another UN agency is an asset.
Working knowledge of French would be an added advantage
This vacancy notice may be used to fill other similar positions at the same grade level.
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO’s e-Recruitment website at: http://www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
Currently accepting applications
Deadline: 15th Jan 2017

Internships @ Airtel Uganda

Customer Service, Administration, Human Resources, Marketing, Networks, IT, Legal & Regulatory, Finance, Mobile Money, Enterprise, Sales& Distribution and Supply Chain Management (No experience required)

Organisation: Airtel

Duty Station: Kampala, Uganda

Apply at the Airtel Website 

Tip: You need to have a Linkedin account.

Administrative Assistant


Makerere University Lung Institute (MLI), a new institute at the college of health sciences, whose mission is championing the prevention and control of lung diseases in Uganda and beyond invites applications from suitably qualified candidates for the following posts in its administration department.  Interested candidates should submit their applications, Curriculum Vitae, Certificates and Transcripts (3 copies each set) giving full details of applicants’ education, qualifications, work experience, present salary and names of three referees, plus their postal addresses to Office of the Human Resources Officer College of Health Sciences, Administration Block, and addressed to:


The Human Resources Officer

P.O. Box 7072



Closing Date: 8th March 2016 


Post:   Administrative Assistant                  (1)

Reports to: Director        


Main Purpose of the Job

To take charge of administrative function of the Institute and to provide the required logistical support.


Key Duties and Responsibilities

  1. Assist with all aspects of administrative management and logistics;
  2. Plan, Schedule and coordinate meetings, interviews, events, exhibitions and other similar activities;
  3. Create and maintain electronic and manual records Coordinate repairs and maintenance of office equipment and general cleanliness in the Administration Block;
  4. Provide secretariat services to the Institute Committee meetings;
  5. Prepare reports, disseminate information, dispatch minutes, memos and letters;
  6. Requisition, maintain and account for financial and other resources under his/her care;
  7. Supervise support staff and ensure harmonious working relationship amongst staff under his/her care;


Person specifications

Minimum academic qualifications

  • A Bachelor’s degree in Human Resource Management, SWASA, Public Administration, Organizational Psychology, Management Studies or any relevant course.
  • A Post-graduate qualification in Human Resource Management is an added advantage.

Minimum Experience and Exposure

1 years’ experience in logistics management and administration.

Key Skills

  • Report writing skills
  • Computer skills
  • Good attention to detail
  • Methodical and thorough approach to work
  • Organized
  • Good at juggling tasks and prioritizing
  • A great team player
  • A desire to show initiative


Terms of Employment:  Contract   and full time