Makerere University Endowment Fund invites applications from suitably qualified candidates for an Administrative Assistant position.

Please submit your application, details of your bio data, education, qualifications, work experience and all the other required information to ef@mak.ac.ug including your Curriculum Vitae, Certificates, Transcripts, and at least three reference letters addressed to:

The Chairperson

Board of Trustees

Makerere University Endowment Fund

P.O. Box 7062 Kampala.

Closing Date: 3rd April 2023, 5. 00 pm EAT

Position: Administrative Assistant (1)

Reports to: Makerere University Endowment Fund Administrator

Salary Scale: M 7

Terms of Employment: 4 Years Contract

Effective Date: May 1, 2023

1. INTRODUCTION

At its 130th meeting held on February 20th, 2014, the Makerere University Council approved the setting up of the Makerere University Endowment Fund (MAKEF) with the following objectives;

a) To receive and or mobilize funds for the benefit of the University;

b) To invest the funds held by MAKEF in such a manner as may from time to time be determined by the Board of Trustees in line with the Investment Policy; and

c) To fund scholarships, research, infrastructure, teaching and learning materials, staff remuneration and activities that are aimed at attaining the objectives for which the University was established.

MAKEF is administered by a 7-member Board of Trustees with a fulltime secretariat at the University. The Board of Trustees of the Makerere University Endowment Fund intends to strengthen its secretariat to effectively undertake the Fund’s mandate.

The Board is therefore seeking the services of a qualified Administrative Assistant to be engaged on a contract basis to support the implementation of its strategic and annual plans. The ideal candidate will provide day-to-day administrative support as well as support online alumni and stakeholder engagements through the MakAdvance system (http://endowment.mak.ac.ug/)

2. Required Qualifications:

a) Honors Bachelor’s Degree in humanities or Management Science from a recognized university.

b) Experience in office administration will be an added advantage.

Evidence of skills in website content development, e-commerce and an understanding of the application of digital marketing tools is an added advantage.

Job Description

1.1. Administrative Support (60 %)

Administrative duties/responsibilities shall include the following;

a) Maintain the Fund’s assets and keep an updated asset registry;

b) Prepare payment requests based on approved work plans and budgets;

c) Manage the solicitation for quotations and proposals for the provision of services and goods;

d) Manage the Fund’s Front Office;

e) Receive telephone calls and e-mails and deal with the inquiries regarding the work of the Fund in a professional and courteous manner;

f) Maintain a proper and user-friendly filling and document control system for recording and tracking of all documents;

g) Support the Accountant and Fund Administrator in the preparation of accountabilities for official engagements;

h) Keep stock of sundries and stationary supplies for the Fund;

i) Supervise the support staff

j) Perform any other related duties as may be assigned by the Fund Administrator

1.2. MakAdvance support (40%)

Alumni and Stakeholder Engagement duties/responsibilities shall include the following;

a) Receive all online inquiries and engage with all user categories in real time and in a professional and courteous manner;

b) Survey online users and hold focus group discussions to learn more about how they view the Fund’s site;

c) Support the Communication Officer to manage social media platforms for the Fund;

d) Support the Communication Officer to grow the Fund’s online subscriber base; and

1.3. Mode of Application:

a) An application letter (1 page);

b) Curriculum Vitae (3 pages) showing details of bio data, qualifications, and work experience;

c) At least three reference letters;

d) Copies of relevant academic certificates

e) Only applications received through the indicated email address will be considered.

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