ADMINISTRATIVE ASSISTANT (SENIOR) – (01 POSITION)

Position Code: AAS – 926
Reports to: Project Leader
Department: Viral Pathogens Theme
Station: Entebbe

About the Unit

The Unit is an internationally recognised centre of excellence with dominant research themes in the areas of HIV and emerging infections, vaccines and immunity, and chronic diseases and cancer.

Through a multidisciplinary approach, intersecting basic science, epidemiological research, social-behavioural research and the conduct of new intervention evaluation studies, the Unit contributes knowledge on changing epidemics and diseases, the evaluation of innovative health care options, treatment and prevention and the development of health policy and practice in Africa and worldwide.

Following the signing of strategic transfer agreements between the London School of Hygiene & Tropical Medicine (LSHTM) and the Medical Research Council (MRC UK), the Unit formally joined LSHTM on 1st February 2018.

The exciting new partnership will boost research capacity into current and emerging health issues in Africa and throughout the world.

The Unit is based at the UVRI Entebbe campus with established outposts in Kalungu, Masaka, Wakiso and Kampala Districts.

The Unit is now seeking enthusiastic and experienced individuals to fill the following position.

Job Purpose

The position holder will coordinate day-to-day administrative activities including laboratory workflows, scheduling, review and track results received as per SOPs.

Roles & Responsibilities

1. Principal Duties

• Coordinate study activities to and from laboratories in Masaka, Entebbe and overseas.
• Maintain an effective filing and documentation system for laboratory records.
• Contribute to the development of laboratory analytical plans and standard operating procedures.
• Coordinate laboratory meetings, prepare agendas and take minutes including follow up on agreed action points where required.
• Assist with preparation of reports, presentations and other administrative documents.
• Act as the link between laboratory staff, procurement, stores and other relevant departments.
• Oversee inventory control ensuring timely procurement of reagents and other supplies; and,
• Data entry and results tracking.

2. Line Management

The Administrative Assistant (Senior) will provide day-to-day coordination and supervisory support to the laboratory, senior laboratory technologists and other scientists within the project; –

• Monitor daily and weekly tasks, establish priorities and completion of assigned duties.
• Monitor staff attendance, leave and work schedules ensuring adequate coverage of the essential project administrative functions.
• Make sure potential conflicts are resolved promptly and decisively, involving HR support where needed.
• Make sure formal appraisals are conducted within the departments in line with the Unit’s schedule.
• Applicable LSHTM and Unit HR policies are being followed at all levels; and,
• Participate in the development of equal opportunities, diversity and inclusion.

Person Specification

• Bachelor’s degree in a related administrative field.
• At least three years’ experience in the coordination of research-based studies.
• Previous experience in coordinating different administrative processes within defined deadlines and working in a laboratory setting with different scientists.
• Managing and supporting different teams and linkage with external regulatory agencies.
• Proficient with information system tools like MSD, redcap and any similar tools.
• Should possess sound knowledge of administration and operational requirements.
• Knowledge of inventory, asset and supplies management.
• Good working knowledge of Microsoft Office or any laboratory information management systems.
• Strong ability to plan, coordinate and manage multiple administrative activities.
• Excellent organisational skills with ability to manage different priorities effectively.
• Excellent communication skills, high-level accuracy and attention to detail.
• Ability to take the initiative and solve problems within the team.
• Excellent interpersonal and team working skills with the ability to work with staff at all levels.
• Capability to work well with colleagues from other departments; and,
• High level of integrity, confidentiality and accountability.

How to Apply

Follow the link below to fill a form and submit your application documentation:

https://redcap.link/Administrative_Assistant_Senior_826

Filling the form more than once will lead to automatic disqualification. High level of integrity while filling the form is required and will be considered during shortlisting.

Combine all your application documentation i.e. cover letter, CV & certified copies of academic documents into one PDF document.

Deadline for application: 24th September 2026, 5:00pm.

Only shortlisted candidates will be contacted for interview.

This position is open to Ugandan nationals only.

Strictly follow the application procedure as failure to do so will lead to automatic disqualification.

Only online applications through the link provided will be accepted.

You will receive a notification in your email if your application and documentation have been successfully received.

N.B.

You will be required to present certified copies of your academic documentation before employment.

Applications Should Be Addressed To

The Head of Human Resources
MRC/UVRI and LSHTM Uganda Research Unit
P.O. Box 49, Entebbe
Uganda.

Consider your application unsuccessful if not contacted within eight (8) weeks after the closing date of the advert.

Any form of lobbying at any stage will lead to automatic disqualification.

By submitting your personal information, you consent to the MRC/UVRI and LSHTM Uganda Research Unit holding and using it in accordance with its recruitment policy and procedure.

The Unit reserves the right to verify documents attached with the relevant awarding institutions to authenticate their validity.

Equal Opportunity Statement

MRC/UVRI & LSHTM Uganda Research Unit strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, sex, colour, national origin, religion, age, marital status, and disability.

We highly encourage persons with disabilities to apply and compete for different job openings at the Unit.

The Unit is an equal opportunity employer committed to having a diverse work force and does not ask for money at any stage of recruitment.