Job
Title: Head
of Administration
Title: Head
of Administration
Organization: GIZ
Duty Station: Kampala,
Uganda
Uganda
Reports to: Head
of Programme – Strengthening Governance and Civil Society in Uganda
of Programme – Strengthening Governance and Civil Society in Uganda
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.
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 Head of Administration is responsible
for:
for:
- Efficient execution of all administrative processes in the programme
“Strengthening Governance and Civil Society in Uganda” according to the
rules and regulations of the GIZ and in line with eligibility requirements
of the EU in close cooperation with the finance manager and the Head of
Programme - Coordination with the GIZ country office and the finance manager on
the mode of service delivery - Ensuring that all administrators of the components or Hubs (SEA, HR,
CUSP, Gulu, Mbale) in the programme are well equipped trained and informed
to fulfil their tasks also in light of fulfilling EU rules and regulations. - Implementation and dissemination of new policies, rules and
regulations that emanate from OuR, Country Office or the HoP. - Filing of administrative documents in reference files and DMS in
line with GIZ’s filing rules. - Providing administrative and financial accounting support and
guidance to project partners for efficient implementation of the CUSP
project. - Actively participating in the GIZ Administrative Round-Table.
Key Duties and Responsibilities:
Leadership: The Head of Administration:
- Supervises administrators and other personnel as assigned.
- Takes the lead in the implementation of OuR within the programme and
advises the Heads of components and their Administrators on respective
rules and regulations. - Ensures that the Administrators understand the assigned tasks and
provides content guidance and leadership where necessary - Ensures that the output from Administrators is according to GIZ
Standards and supports Head of components/Hub Coordinators in supervising
their administrators. - Conducts annual staff talks for the staff
- Ensures that information (e.g. from Country Office) is passed on to
Head of components and administrators - Regularly visits the Hubs in Gulu, Mbale, and others.
Co-ordination The Head of Administration:
- Ensures that information on project administration and financial
matters is exchanged between project staff, partners and other
institutions, as necessary. - Independently visits establishments of project partners to provide
project guidance on administrative and financial management accounting and
matters.
Finance and
Accounting
Accounting
The Head of
Administration is responsible for preparing internal control procedures
especially
Administration is responsible for preparing internal control procedures
especially
- those relating to cash, stock, and payments and applies them in
components and hubs. - Reviews and guides the process of Local Subsidies quarterly calls
for advances by project partners - Actively participates in project selection and valuation, audit and
compliance reviews together with the respective Advisor and the Finance
Manager. - Oversees preparation of local subsidies, finance agreements and
consulting contracts (National). - Regularly monitors and follows up on outstanding receivables and
liabilities of the project - Holds administrative briefings for all new staff (local and
expatriate).
Procurement: The Head of Administration is responsible for
local procurement (negotiates costs, prepares orders, inspects delivery etc)
including quotation procedures, according to GIZ guidelines.
local procurement (negotiates costs, prepares orders, inspects delivery etc)
including quotation procedures, according to GIZ guidelines.
Other
duties/additional tasks The
Head of Administrative Officer shall be prepared to travel and to undertake
further job training related to his/her position Perform other duties and tasks
at the request of the Head of Programme.
duties/additional tasks The
Head of Administrative Officer shall be prepared to travel and to undertake
further job training related to his/her position Perform other duties and tasks
at the request of the Head of Programme.
Qualifications, Skills and Experience:
- The applicant for the GIZ Head of Administration job placement must
hold a Masters in Accounting and/ or Business Administration - At least five years of professional experience in a comparable
position. - Working experience for GIZ and knowledge of GIZ procedures,
processes, rules and standards would be an asset. - Working experience with EU funded projects and accounting
procedures. - 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 English language skills
- Previous experience with EU co-funded projects preferable
- In-depth understanding of financial planning and accounting
- Broad experience of management and administration
- Good writing skills;
- Excellent communication and coordination skills
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 quote the subject
heading as “Head of Administration.”
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 quote the subject
heading as “Head of Administration.”
NB: Application
and CV should be in one document.
and CV should be in one document.
Deadline: 23rd May 2018
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