Job Title:
Project Administrator
Employer:
Medical Research Council/ Uganda Virus
Research Institute (MRC/UVRI) Uganda
Duty Station: Entebbe, Uganda
Application Deadline: 1st Aug 2014
Duties and Responsibilities:
1. Project Administration – to support both the implementation and on-going development of the UMIC:
•
Oversee
the allocation and management of the UMIC’s resources, e.g. Human
resources, offices, computational facility and liaise with MRC and UVRI
staff as appropriate (e.g. regarding
accommodation, transportation etc.)
•
Overseeing and coordinating the UMIC’s administrative and operations staff, dealing with staffing personnel issues
•
Ensuring efficient and effective operation of all facilities, logistics and
support services at the UMIC
•
Manage budget(s) liaising with funding partners and the UMIC Steering Committee and producing reports as required.
•
Develop, review and coordinate internal organisation and work arrangements to support and ensure the delivery of the project. Drive the agenda and organize the business of the UMIC Steering Committee and its sub-committees (Capacity Building &
Research Training
and Infrastructure Development) ensuring issues are discussed and
decisions taken in a timely manner, taking all minutes and distributing
them .
•
Perform
administrative and operational related decisions made by and directions
from the UMIC Steering Committee and its sub-committees.
•
Responsible
for developing and maintaining awareness of external initiatives,
considering their potential impact on the set up of the project and co-ordinating with external projects and funding partners
•
Establish
and manage relationships with relevant contractors and stakeholders,
receive visitors and show them around the UMIC. Provide a point of
contact for questions and feedback regarding the project and operations.
•
Build and maintain strong working relationship with the MRC/UVRI and MRC central administration on behalf of the project. Provide high-level administrative support to the project.
•
Work
closely with leadership of the UMIC to ensure smooth and fair
interaction between the different teams to ensure equitable utilisation
of resources.
•
Support the UMIC Steering Committee with future resource planning for UMIC.
•
Assist with developing the UMIC in conjunction with the UMIC Steering Committee.
•
Assisting projects/programmes with their administrative/logistical/resources planning for the UMIC.
•
Ensure adherence at all times to the UMIC’s standing financial instructions and SOP’s.
•
Ensure accurate and timely preparation of monthly UMIC financial returns.
•
Ensure data regarding petty cash, IT and electrical issues and
spare parts
are accurately complied and reported. Performing analytical review of
the monthly expenditure to identify and investigate any significant
variations from pre-determined monthly consumption.
•
Overseeing management of the UMIC stores.
•
Working closely with the UMIC Steering Committee and MRC/UVRI on staffing requirements at the UMIC.
•
Responsible for planning and when appropriate conducting new employee orientation.
•
Overseeing, and where appropriate, leading staff training initiatives at the UMIC.
•
Ensuring fair allocation of space, resources,
accommodation for different projects and programmes working at the UMIC.
•
Overseeing management of the visitors and organisation of their work, travel and
accommodation arrangements.
•
Attend
and take minutes of Admin leadership group meetings in Entebbe and UMIC
Steering Committee meetings (either in-person or via
teleconferencing).
•
Undertake all work following the relevant safety rules and regulations as laid down in the MRC
safety manual.
2. Communication - support:
•
Actively communicate to the network of stakeholders [internal and external] associated with the Project; this will include using advanced communication skills together with regular use of presentation skills including the use of
PowerPoint and
Audio visual aid e.g. Video conferencing equipment.
•
Responsible
for active involvement and engagement of sponsors, key stakeholders and
pan public sector agencies. Ensure collaborative working.
•
Establish appropriate working links with senior stakeholders and manage the communication/administrative officers.
•
In charge of interaction with individuals and groups.
•
Ensure that processes exist for effective communication with staff, irrespective of working
patterns, that staff involvement in
decision making is positively encouraged and that staff are fully engaged in changes affecting them.
•
The Project Administrator will be required to support the IT systems lead and
Programme stakeholders in order to plan, execute and monitor the implementation of the project.
3. Supporting the UMIC leadership to manage change within short times frame:
•
Highlight
to the UMIC Steering Committee any decisions that need to be taken and
that involve a number of complicated situations where pre-determined
solutions are not necessarily available, and ensure solutions and
decisions of the UMIC Steering Committee are implemented in a timely
manner.
•
Where appropriate, identify, develop and implement appropriate education, training and development programmes to support implementation and integration of the project to sustain long term success.
•
Maintain an understanding of best practice nationally and internationally to support the strategic development of the project. Ensure that this is shared as appropriate.
4.
Management of resources – manage all resources associated with the Programme (human, physical and financial):
•
Scope and define technical staff requirements and oversee recruitment and training of new staff.
•
Significantly contribute to the definition of requirements for new staff positions and drive the process forwards.
•
Contribute to the definition of appropriate work structures and processes.
•
Co-ordinate equipment specification, purchase, installation and testing.
•
Ensure appropriate arrangements are in place for managing regulatory issues
•
Manage budgets for science and infrastructure components of the project as defined by the UMIC Steering Committee.
Qualifications, Skills and Experience:
•
The applicant should hold a Bachelor’s Degree in a relevant subject
•
Possession of a Master’s degree in a relevant subject
•
Extensive
background in the Life Sciences coupled with the ability to quickly
assimilate relevant scientific and technical details
•
Past programme/Project Management qualification, e.g. PPM, MSP, Prince
•
Possess
the ability to communicate effectively to different organisations and
audiences; including formal presentations e.g. Board Level
•
Demonstrate an ability to provide, receive and record communications, electronically, orally and written
•
Ability to overcome barriers associated with conveying complex technical information to a non-technical audience
•
Ability to organise, plan and prioritise a diverse range of complex projects to meet
•
statutory and other deadlines typically involving other disciplines/organisations
•
Ability to work closely with a variety of stake holders and commercial suppliers form professional working relationships.
•
Ability to develop and maintain effective working relationships with team members and other staff
•
Can demonstrate initiative, creativity, flexibility and a personal ethos of continuous improvement and
problem solving
•
Show an ability to gain and understand of other professionals ‘problem solving’ requirements
•
Ability
to focus, concentrate and accurately complete tasks within given
timeframes while dealing with unscheduled interruptions e.g. changing
priorities
•
Ability to manage implementation of the projects and implementation across organisations
•
Possess the ability to translate strategy into action
•
Demonstrate
additional specialist knowledge and expertise e.g. advanced
presentation and facilitation skill, and a management qualification e.g.
Cert. in Management
•
Arrange meetings with appropriate attendees and direct the organisation of travel arrangements
•
Possess the ability to keep the project on track from an administrative standpoint; reassess priorities appropriately and alter deadlines and work as appropriate
•
Previous work experience required:
•
Significant
broad range of experience at senior administrative level evidenced by a
broad portfolio of work across public or private sector
•
Excellent track record of supporting significant projects that involve a wide variety of international stake-holders
•
Prior experience of managing significant budgets
•
Past experience of working with commercial suppliers and external agencies
How to Apply:
All candidates should send their applications including copies of
academic qualifications, curriculum vitae and names plus telephone
contact details of three (3) referees should either be addressed to:
The Human Resources Manager,
MRC/UVRI Uganda Research Unit on AIDS, Uganda Virus Research Institute,
P. O Box 49
Entebbe, Uganda
or send by email: recruitment@mrcuganda.org
NB: Only short listed candidates will be contacted for interviews
