Administration Officer International NGO Job Opportunities – GIZ

Job Title:            Administration Officer
Organization: GIZ
Duty Station: Gulu, Uganda
Reports to: Head of
Component II, GIZ Pru DEV
About US:
The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH
is owned by the Federal republic of Germany with International operations in
Uganda, GIZ Implements commissions for the German government and other national
and international, public and private sector clients within the framework of
the international Cooperation between the Federal Republic of Germany and the
Government of Uganda.
Job Summary: The
Administration Officer is responsible for manages daily office operations and
project office facilities. The jobholder organizes events and meetings. The
incumbent will be working closely with customers in a service-oriented manner
on behalf of the office performing secretariat services on demand. The
jobholder also ensures that financial and administrative regulations are
complied with.
Key Duties and Responsibilities:
Office work and services:
·        
Ensures creation and/or regular updating of
contacts lists.
·        
Makes photocopies and scans documents if and
when required
·        
Receive and make phone calls.
·        
Registers, documents and organises incoming and
outgoing correspondence (e-mails, packages and personally delivered messages)
·        
Supports the project’s logistic e.g. cars and
drivers for official trips
Administration:
·        
Provide support in the preparation and
organisation of events, meetings and activities in close collaboration with the
project staff members
·        
Compiles and organises information materials,
taking into account corporate design regulations of EU and GIZ
·        
Is responsible for filing according to GIZ/EU
filing system
·        
Prepares inventory lists
·        
Maintains record of service requests
·        
Updates trainings, consultancy lists and
databases as advised by the technical staff
·        
Regularly checks logbooks of all project
vehicles and calculates fuel consumption
·        
Ensures facility management of the project
office and initiates in accordance with management repairs, maintenance, etc.
Finance and Accounting:
·        
Prepares financial documents (vouchers,
receipts, invoices etc.) to be delivered to the finance manager
·        
Provides support in the preparation for internal
control and EL) audits
·        
Is responsible for financial management such as:
cash withdrawals, keeping the cashbook, bank accounts, preparing and entering
vouchers of the assigned programme component
·        
Checks and calculates travels for both local and
international official trips
Other duties/additional tasks: Performs other duties and tasks
at the request of management



Qualifications, Skills and
Experience: 
·        
The ideal candidate for the GIZ Administrative
Officer job opportunity should preferably hold a Bachelor’s degree in
secretarial studies, administration or any related field.
·        
A minimum of three years of professional
experience in a comparable position
·        
Very good working knowledge of ITC technologies
(related software, phone, fax, email, the internet) and computer applications
(e.g. MS Office)
·        
Very good written and oral knowledge of English,
(knowledge of Luo languages is an added advantage)
·        
Politeness and helpfulness in dealing with
visitors
·        
Broad knowledge and understanding of financial
planning and accounting
How to Apply:
All interested and suitably qualified candidates should send their
applications with detailed CVs (max. 3 pages) and a cover letter (max. 2 pages)
addressing the applicant’s motivation by email to: recruitment-uganda@giz.de.
Please note: Only those applications with the subject heading “Admin Officer
Gulu” will be accepted.
Deadline: 30th November 2017

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