Job Title: Administration Officer
Organization: GIZ
Project Title: ENWASS
(Enhanced Water Security and Sanitation) Programme
(Enhanced Water Security and Sanitation) Programme
Duty Station: Kampala, Uganda
Reports to: Head of Program
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.
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 Administrative
Officer is mainly responsible for providing administrative services for the
ENWASS programme. The incumbent will be meeting the administrative needs of the
programme components independently, with a minimum of intervention. The
jobholder will be ensuring that financial and administrative regulations are
complied with.
Officer is mainly responsible for providing administrative services for the
ENWASS programme. The incumbent will be meeting the administrative needs of the
programme components independently, with a minimum of intervention. The
jobholder will be ensuring that financial and administrative regulations are
complied with.
Key Duties and Responsibilities:
Coordination:
·
Ensures that information is exchanged between
programme staff, partners and other institutions
Ensures that information is exchanged between
programme staff, partners and other institutions
·
Accompanies the programme manager or other team
members to meetings if necessary prepares and organises internal meetings
Accompanies the programme manager or other team
members to meetings if necessary prepares and organises internal meetings
Administration:
·
Responsible for organising administrative and
logistical aspects of project activities (meetings, workshops, other events
etc.)
Responsible for organising administrative and
logistical aspects of project activities (meetings, workshops, other events
etc.)
·
Prepares contract documents in coordination with
technical staff, and follows up with Country Office
Prepares contract documents in coordination with
technical staff, and follows up with Country Office
·
Coordinates with the GIZ office on the mode of
service delivery
Coordinates with the GIZ office on the mode of
service delivery
·
Ensures that computers and software function
properly
Ensures that computers and software function
properly
·
Responsible for filing documents in reference
files or in DMS in line with GIZ’s filing rules
Responsible for filing documents in reference
files or in DMS in line with GIZ’s filing rules
·
Manages confidential files specifically in the
areas of personnel and finance
Manages confidential files specifically in the
areas of personnel and finance
Finance and Accounting:
·
Helps monitor expenses in accordance with the
budget
Helps monitor expenses in accordance with the
budget
·
Manages and monitors the monthly accounting and
financial plans of the assigned programme components
Manages and monitors the monthly accounting and
financial plans of the assigned programme components
·
Responsible for financial management, such as
cash withdrawals, keeping the cashbook, bank accounts, preparing and entering
vouchers of the assigned programme components
Responsible for financial management, such as
cash withdrawals, keeping the cashbook, bank accounts, preparing and entering
vouchers of the assigned programme components
·
The jobholder checks travel expense statements
of staff for approval by the superior
The jobholder checks travel expense statements
of staff for approval by the superior
·
Initials cash withdrawals, carries out spot
checks of the cash and bank book
Initials cash withdrawals, carries out spot
checks of the cash and bank book
·
Checks requests for funds before release
Checks requests for funds before release
·
Audits project accounting
Audits project accounting
Other duties/additional tasks: The administrative professional
performs other duties and tasks at the request by management
performs other duties and tasks at the request by management
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the GIZ Administration
Officer job placement should preferably hold a University degree in relevant
specialisation and qualification in business administration desirable
(equivalent of BA or MBA or any other related field)
The ideal candidate for the GIZ Administration
Officer job placement should preferably hold a University degree in relevant
specialisation and qualification in business administration desirable
(equivalent of BA or MBA or any other related field)
·
A minimum of five years of professional
experience in a comparable position
A minimum of five years of professional
experience in a comparable position
·
Working experience for GIZ and/or other
international organisations as well as knowledge of GIZ procedures, processes,
rules and standards as well as experience with administration of Co-Funding
arrangements would be an asset
Working experience for GIZ and/or other
international organisations as well as knowledge of GIZ procedures, processes,
rules and standards as well as experience with administration of Co-Funding
arrangements would be an asset
·
Broad experience of administration
Broad experience of administration
·
Good working knowledge of ITC technologies
(related software, phone, fax, email, the internet) and computer applications
(e.g. MS Office)
Good working knowledge of ITC technologies
(related software, phone, fax, email, the internet) and computer applications
(e.g. MS Office)
·
Excellent knowledge of written and spoken
English, knowledge of German would be an asset
Excellent knowledge of written and spoken
English, knowledge of German would be an asset
·
Comprehensive knowledge and understanding of
financial planning and accounting
Comprehensive knowledge and understanding of
financial planning and accounting
·
High degree of self-motivation and team spirit.
High degree of self-motivation and team spirit.
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: [email protected].
Please note: Only those applications with the subject heading “Admin Officer
RUWASS” will be accepted.
applications with detailed CVs (max. 3 pages) and a cover letter (max. 2 pages)
addressing the applicant’s motivation by email to: [email protected].
Please note: Only those applications with the subject heading “Admin Officer
RUWASS” will be accepted.
Deadline: 30th November 2017
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