The Ugandan Jobline

• 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

• 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)

• 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

• 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.

• 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

• 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

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