Head of Administration Embassy Jobs – Austrian Development Agency (ADA)

Job Title:     Head of Administration
Organisation: Austrian Development Agency (ADA)
Reports to: Head of Office
Duty Station: Kampala, Uganda
About Us:
Austrian Development Agency (ADA) is the operational unit of Austrian
Development Cooperation. On behalf of the Federal Government, it plans,
finances and supports development programmes and projects in the countries of
Africa, Asia, South-Eastern and Eastern Europe and the Caribbean. The goal of
ADA is to improve conditions of life in developing countries and assist partner
countries in their sustainable development. It also promotes projects in
development communication and education in Austria to advance discussion on
development cooperation. 
Job Summary: The Head of
Administration manages the coordination office for development cooperation of
the Austrian embassy in Kampala. The Head of Administration supervises the
support staff (secretaries, drivers, other support staff).
Key Duties and Responsibilities:
Personnel Management
  • Requesting/administering personnel changes
    (Recruitments and termination of employment, sabbatical and maternity
    leave etc.; administrative preparation of recruitments, notifications and
    reports to head office and to the responsible Austrian Embassy)
  • Report to Head Office (HO) on any changes
    in staff data (births, marriages, deaths, home addresses, telephone
    numbers…)
  • Tasked with the preparation and screening
    of employment contracts and TOR’s (together with the office’s lawyer and
    the Head of Office) for other employees of the Office – submission to HO
  • Monthly payment of salaries, taxes and
    social contributions for local staff as well as annual verification of
    salary scales (comparison with economic developments and other
    international representations)
  • Continuous update of staff files
  • Monitoring of changes in local labour laws
  • Administration, coordination and
    monitoring of compliance with regulations on working time including files
    on annual leave, sick leave and official travel (submission of an annual
    leave plan by end of January of each year to the general administration
    department at HO)
  • Arithmetic and formal control and regular
    transmission to HO (Admin. Department) of documents for the refund of
    medical costs of local employees.
  • Administration and coordination of training
    courses for office staff
 Financial Management:
  • Daily bookkeeping and cash management
  • Carry out banking (account management,
    supervision of non-cash payment transactions based on receipts and bank
    statements, etc.)
  • Preparation and execution of all cash and
    non-cash payments (including rent, telephone, running costs, postage,
    fuel, etc.)
  • Monthly preparation and submission of
    accounting documents to the finance department (FRK) (by the 5th of the
    following month)
  • Accounting and control of telephone bills,
    postage fees, the private use of the express mail courier and the use of
    office cars
  • Processing and handing in of documentation
    for tax refunds with the host country
  • Prepare the annual financial and budget
    plan
  • Initiate timely requests to HO for budgetary
    releases to the office
  • Manage money and other items in the office
    safe
  • Manage the inventory
  • Check/control assessment reports on
    financial statements of projects funded by ADA and/or by a third party
    (e.g. EU)
General Administration
  • Physical office management (organisation
    of regular cleaning, maintenance and care, requesting for and supervision
    of constructions, administer office plans and tenancy agreements,
    procuring constructional expert opinion, matters of constructional safety,
    security guards etc.)
  • Liaison with the office’s lawyer and (if
    applicable) medical doctor
  • Liaison with the Chancellor/Consul of the
    responsible embassy (regarding possibilities for cooperation and exchange
    of information in personnel and other administrative issues, occupational
    safety and health, etc.)
  • Administration of procurement (requests
    for procurement, maintenance and care of office furniture and equipment,
    disposals, etc.)
  • Office and occupational safety and health
    (fire and burglary protection, first aid, crisis management, fire
    extinguishers, etc.)
  • Administration of transport and office
    fleet (monitor log books and fuel bills, supervise regular maintenance and
    care, plan/monitor the efficient use of the office car by staff, report
    damages/accidents to HO and insurance company, administration of the local
    motor insurance and the insurance through HO, request additional car hire
    as need arises, settlement of private use by staff, etc.)
  • Manage postal and courier services
    (supervise the daily incoming and outgoing mail, the express mail courier
    service as well as the mail register and postage bills etc.)
  • Administration of IT and
    telecommunications equipment (incl. mobile and satellite phones, radio
    equipment, IT hardware etc., e-mail and intranet/internet, maintain
    regular backups of the server data and ensure compliance with IT security
    guidelines, maintenance and care of equipment, etc.)
  • Preparation and organization of official
    travel of staff
  • Supervision and regular updating of the
    archive and the library, both in physical and electronic forms
  • Preparation of internal and external
    meetings
  • Preparation and organization of visits by
    official delegations
  • Participation in coordination meetings
    with other missions administrative, consular and security matters
  • Organisation of activities related to
    cultural and economic cooperation
  • Organisation of external and public events
  • Tasked with maintaining direct
    communication with the general administration department at HO
 Programme and Project Management:
  • Assisting in the establishment of
    financing agreements
  • Controlling financial accountabilities in
    relation to financing agreements
  • Maintaining direct communication with
    contract partners on accounting issues
  • Maintaining direct communication on
    accountability issues relating to financing agreements with the
    Uganda/East Africa desk and the finance department at HO.



Qualifications, Skills and
Experience: 
  • The ideal candidate for the Austrian
    Embassy Head of Administration job placement should hold a Bachelor’s
    degree in Business Administration or equivalent relevant educational
    background
  • At least five years of professional
    experience in public administration, accounting or other relevant areas
  • Fluency in written and spoken English,
    knowledge of German is desirable and an advantage
  • Excellent organizational abilities
  • Excellent IT skills
  • Excellent communication skills,
    particularly in an intercultural environment
  • Broad knowledge and understanding of basic
    principles of development and development cooperation
  • Ability to work in a team
  • Professional independence
NB: Preference will be
given to female applicants.
How to Apply:
All candidates are encouraged to send their applications which should
include:
  • An application letter detailing your
    motivation to apply for this position and your key qualifications,
  • An updated and signed CV,
  • Three professional references as well as
  • Certified copies of academic certificates
    and testimonials to kampala@ada.gv.at
Deadline: 12th January,
2018

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