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Job Advertisement for Temporary Administrative Assistants

Wednesday, 18th January 2017

The National Drug Authority (NDA) is an autonomous body which was established by the National Drug Policy and Authority Act Cap 206 , Laws of Uganda (2000 Edition) to regulate Human and Veterinary Medicines and other healthcare products.  NDA’s mandate is to ensure quality, safety and efficacy of human and veterinary medicines and other healthcare products through the regulation and control of their production, importation, distribution and use.


In order to effectively fulfill its mandate, NDA seeks to engage on a temporary basis the services of various positions as below in different departments for a period of six months.


JOB DESCRIPTIONS

1.    TEMPORARY ADMINISTRATIVE ASSISTANT  - Personal Assistant   

       

Vacancies:      One (1)

Location:        Head Office

                        Office of the Secretary to the Authority

Job purpose:

To provide a strictly private and confidential personal assistant role to the Secretary to the Authority (SA) of NDA.  To manage him/her workload, assist him/her in her tasks on hand and act as gatekeeper to him/her.

Main Responsibilities

  • To provide a comprehensive secretarial and administration service to the Secretary to the Authority across the range of his work.
  • To develop, maintain and review administration systems to achieve maximum efficiency.
  • To maintain and organise the Secretary to the Authority’s diary, filing system and all other relevant areas as necessary.
  • To draft speeches, articles, briefings, and project proposals as requested by the SA
  • To professionally represent the organisation at sector networking events
  • To produce texts for NDA website as requested 
  • To facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also by arranging refreshments, seating and taking minutes if required to do so.
  • Undertake any other official duties assigned.
 

Education and qualifications required:

   

EITHER:       Bachelor’s Degree in a closely role related field from a recognised Institution with 3 years’ experience in the similar job.


OR:              Diploma in Secretarial Studies, Office Management or closely related field from a recognised Institution with 5 years’ experience in the similar job.


Essential:    Office Management skills,   Proficiency in Microsoft Office Applications.

Desirable:   Excellent command of both written and spoken English with good interpersonal skills.


Key Competencies


  • Excellent interpersonal management skills
  • Self-driven
  • Excellent communication, analytical, organisational and technical skills
  • Ability to work with minimum supervision and for long hours
  • Confidentiality and high integrity.

2.    TEMPORARY ADMINISTRATIVE ASSISTANT – Records Management


Vacancies:      One (1)

Location:        Head Office

Department:  Human Resources & Admin


Job purpose:

   

To provide administrative support to the office of the Secretary to the Authority through


Key Responsibilities:


  • Receive all incoming correspondences for the organisation.
  • Scan and record all incoming documents for proper record keeping as per NDA registry guidelines.
  • Route and dispatch all documents going to the Secretary to the Authority and other offices accordingly.
  • Manage all document management equipment and ensure that they are in good working condition. 
  • Act as an alternate in the management of the Front Desk ensuring coverage at all times during working hours.
  • Provide administrative support to the admin team in the Office of the Secretary to the Authority.
  • Manage the NDA toll free lines and coordinate internally to ensure response.

Education and qualifications required:

   

EITHER:      Bachelor’s Degree in a closely role related field from a recognised Institution with 3 years’ experience in the similar job.

OR:             Diploma in Secretarial Studies, Office Management or closely related field from a recognised Institution with 5 years’ experience in the similar job.

Essential:   Office Management skills,   Proficiency in Microsoft Office Applications.

Desirable:  Excellent command of both written and spoken English with good interpersonal skills.

Key Competencies

  • Excellent interpersonal management skills
  • Self-driven
  • Excellent communication, analytical, organisational and technical skills
  • Ability to work with minimum supervision and for long hours
  • Confidentiality and high integrity.

3.    TEMPORARY ADMINISTRATIVE ASSISTANT – Finance and Accounting

   

Vacancies:     One (1)

Location:        Head Office

Department: Human Resources and Admin


Job purpose:

   

To ensure timely posting of client’s invoices and revenue reconciliation.


Key Responsibilities:

  • Prepare and submit to the Senior Accountant monthly Bank Reconciliations for assigned NDA Bank Accounts.
  • Liaise with the Senior Accountant regularly for any irregularities that may arise on the Bank reconciliations.
  • Timely post and raise Revenue Invoices for all clients against proof of payment, or Credit approval / authorisation.
  • Reconcile assigned Revenue debtor’s accounts.
  • Liaise with Regional offices to ensure timely reports on Revenue collection, and posting.
  • Reconcile Revenue Data from the assigned regional offices.
  •  Liaise with Regional Secretaries to ensure regional expenditure reports are submitted and posted on a timely basis.
  • Reconcile Regional Advance Accounts on a monthly basis
  • Raise corrective Journal entries and submit to Senior Accountant for approval
  • Attend monthly Finance departmental meetings and report on key performance areas assigned.

Education and qualifications required:

  • Bachelor’s degree (Hons) in  Commerce(Accounting Option), Business Administration Degree (Hons) - Accounting Option or Bachelor of Business Accounting (Hons)  from a recognised University.
  • 5 years relevant experience in Financial Management or Accounting gained from a reputable organisation.
  • Knowledge of Navision Financials, Excel and Ms Word.
  • Knowledge of the law governing the Management and Accountability of Public Finances
  • Demonstrated Personal Integrity

Key Competencies

  • Excellent People Skills
  • Self-driven
  • Excellent communication, analytical, organisational and technical skills
  • Ability to work with minimum supervision
  • Confidentiality, interpersonal skills and integrity.


4.        TEMPORARY ADMINISTRATIVE ASSISTANTS


Vacancies:        Five (5)

Location:          Head Office

Department:    Human Resources and Admin

Department:    Human Resources and Admin


Job purpose:

To provide secretarial and administrative services NDA Departments

 

Key Responsibilities:

  • Carry out general secretarial duties including minute taking, and circulating/follow up on relevant action.
  • Organize and maintain the office diary of schedules and make arrangements for meetings.
  • Maintain oral communication with visitors, and all members of the department and the stakeholders when requested and authorized by the responsible officer.
  • Maintain filing systems for incoming and out-going mails of both confidential and routine correspondence.
  • Maintaining proper storage and safety of Administrative files to ensure that documents are rightly arranged filed and are without errors.
  • Draft correspondence as required by the supervisor.
  • Carry out any other official duties assigned by the Supervisor.

Education and qualifications required:

   

EITHER:     Bachelor’s Degree in a closely role related field from a recognised Institution with 3 years’ experience in the similar job.

OR:            Diploma in Secretarial Studies, Office Management or closely related field from a recognised Institution with 5 years’ experience in the similar job.

Essential:  Office Management skills,   Proficiency in Microsoft Office Applications.

Desirable:  Excellent command of both written and spoken English with good interpersonal skills.


Key Competencies

  • Excellent People Skills
  • Self-driven
  • Excellent communication, analytical, organisational and technical skills
  • Ability to work with minimum supervision.
  • Confidentiality, interpersonal skills and integrity.

5. TEMPORARY ADMINISTRATIVE ASSISTANTS - Procurement and Disposal

   

Vacancies:       Two (2)

Location:          Head Office

Department:   Human Resource and Administration


Job purpose:

   

To support the Procurement and Disposal Office to effectively procure Goods, Services and Works in accordance with the PPDA Act and regulations, 2014.

 

Key Responsibilities:

  • Enter all NDA procurements and disposals into the Government portal (GPP)
  • Post all bid notice adverts and best evaluated bidder notices on the NDA website and PPDA website.
  • File all procurement files for completeness of procurement records as per PPDA and PPDA website.
  • File all procurement files for completeness of procurement records as per PPDA guidelines.
  • Maintaining proper storage and safety of procurement files to ensure that documents are rightly arranged filed and are without errors.
  • Carry out any more duties assigned by the Supervisor.

Education and qualifications required:

EITHER:      Bachelor’s Degree in a closely role related field from a recognised Institution with 1 years’ experience in a similar job.


Essential:    Office Management skills, Proficiency in Microsoft Office applications


Desirable:   Hands on experience in entering data in GPP and preparing monthly procurement reports.


Key Competencies

  • Excellent People Skills
  • Self-driven
  • Excellent communication, analytical, organisational and technical skills
  • Ability to work with minimum supervision
  • Confidentiality, interpersonal skills and integrity.

All applications should be addressed to Head, Human Resource and Administration, National Drug Authority, Plot 46-48, Lumumba Avenue. P. O. Box 23096, Kampala. Deadline for submission of applications is Friday 17 February 2017.


NB: Those who had already applied as part of the NDA internal advert before need not reapply.




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