Administrative Officer job at African Field Epidemiology Network (AFENET)


Administrative Officer job Post

Location:  Jobs in Uganda 2021 - 2022

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 10 October 2022

Hiring Organization: AFENET

Job Details:

Administrative Officer
Job Purpose:
The position holder will provide administrative support to a portfolio of programs/projects assigned and ensure that the programs/projects achieve their goals and objectives.

Duties and Responsibilities:
• Develop program annual work plans and provide support in monitoring implementation, realistic execution and delivery of program/project outputs against target milestones.
• Develop program budgets and review activity budgets ensuring compliance to AFENET policy and donor guidelines.
• Process AFENET registration within program countries and other regulatory permits required to operate in the country.
• Ensure work permits are processed for consultants and project staff working in their respective country program/project.
• Monitor program/project expenditure, determine program charge codes and advise on cost allocation in line with grant guidelines.
• Prepare periodic program and project progress reports.
• Provide monthly and quarterly program expenditure forecasts to finance and ensure that appropriate expenditure documentation and information is maintained.
• Ensure that funds advanced to the country programs/projects and program/project staff are accounted for on a timely basis
• Manage and maintain good relationship with the program staff and external stakeholders.
• Organize conferences and meetings and support program trainings, workshops and other events
• Serve as the liaison and in charge of support services between secretariat and the respective programs/projects assigned
• In liaison with the various program/project stakeholders draw program activity plans and ensure they are executed as scheduled.
• Perform a variety of administrative and operational support activities to the programs and projects assigned
• Conduct induction and orientation to the program staff on joining to ensure their appropriate job fit.
• Prepare and follow up on payment requisitions in regard to the various activities within the program/project. Review and verify requests for advances, payments and expense reports for programs/projects, AFENET partners and staff.
• In charge of receiving and distributing incoming and outgoing correspondences regarding the Program/project.
• Attend meetings; take, transcribe and distribute minutes concerning the respective program/project as directed.
• Maintain an accurate and detailed calendar of the various events, due dates and schedules related to the assignments within the programs/projects to ensure these activities occur as scheduled.
• As assigned, prepare requisitions for purchase of materials, supplies and equipment for the program/project and maintain records of transactions of the same.
• Establish and maintain a variety of records and filing systems pertaining to areas of responsibility.
• In consultation with the immediate supervisor, make travel arrangements for various personnel under the program/ project.
• Maintain records of program assets.
• Prepare and submit periodical project activity reports and updates about the program/project.
• Carry out any other duties as assigned by supervisor from time to time to reinforce
• effective and efficient project administration.

Required Qualifications and Experience:
• A Bachelor’s Degree in Business Administration, Social Sciences, Project Planning and Management or equivalent
• Possession of a Masters degree and/or post graduate qualifications in the relevant field will be an added advantage
• Professional Certification in Administration; Certified Public Accountant (CPA); Association of Chartered Certified Accountant (ACCA); Chartered Institute of Procurement and Supply (CIPS),Certified Human Resources Professional (CHRP) or equivalent
• Five (5) years of working experience in project management, project administration and coordination
• A mature and committed person with excellent interpersonal skills and a fast learner.
• Proficiency in English language both written and oral is required
• Knowledge of French and/or Portuguese language will be an added advantage.
• Excellent Computer skills required; Ms-Excel, MS-Word, PowerPoint, MS-Project, Web Management etc.
• Ability to work respectfully and inclusively in a diverse, multicultural, multidisciplinary work environment.
• Exhibit the following competencies: Client Orientation, Critical Thinking, Communication, Problem Solving and Decision-Making and Teamwork.

These positions have competitive remuneration


Application procedure

Submit your resume, application letter, and relevant documentation to:
The Administration & Human Resource Office
African Field Epidemiology Network (AFENET)   and a copy on email: 
*ONLY successful candidates shall be contacted for an interview.
Please note that all applications should be sent online by close of business 5:30 pm (EAT)
Monday October 10, 2022.
NB: Only shortlisted candidates will be contacted. For more information about AFENET, visit our websites:

Date Posted: 2022-09-28