Head of Administration Job Placement – GIZ

of Administration
Organization: GIZ
Duty Station: Kampala,
Reports to: Head
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.
Job Summary:  The Head of Administration is responsible
  • 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
  • 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
  • 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
Finance and
The Head of
Administration is responsible for preparing internal control procedures
  • 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
  • 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
Procurement: The Head of Administration is responsible for
local procurement (negotiates costs, prepares orders, inspects delivery etc)
including quotation procedures, according to GIZ guidelines.
duties/additional tasks
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
  • 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
  • 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: recruitment-uganda@giz.de. Please quote the subject
heading as “Head of Administration.”
NB: Application
and CV should be in one document.
Deadline: 23rd May 2018
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