Administration Officer Jobs – GIZ

Organization: GIZ
Duty Station: Kampala,
Uganda
Reports to: Head
of Component
Ref Number:
GIZ-AC/SHR/051940
About US:
GIZ provides
customised solutions to complex challenges. We are an experienced service
provider and assist the German Government in achieving its objectives in the
field of international cooperation. We offer demand-driven, tailor-made and
effective services for sustainable development.
Job Summary:  The Administrative Officer is responsible for;
  • Providing administrative services for the programme
  • Meeting the administrative needs of the office independently, with
    minimum supervision
  • Managing the support staff at the once
  • Ensuring that financial and administrative regulations are complied
    with
  • Providing administrative and financial accounting support and
    guidance to project partners for efficient implementation of the Human
    Rights Component.
Key Duties and Responsibilities: 
Coordination
  • Ensures that information on project
    administration and financial matters is exchanged between project staff.
    partners and other institutions, as necessary.
  • Supports the Head of component or other
    team members before, during and following meetings and activities
  • Coordinates meetings, appointments and
    provides support to Head of component
  • provides guidance on administrative and
    financial management, including GIZ accounting standards and supports
    partner organizations on improving accountability processes to foster
    transparency and avoid misuse of funds
  • Coordinates Consultant activities
    together with the technical advisors.
Administration
  • Is responsible for organizing
    administrative and logistical aspects of project activities (meetings,
    workshops etc.)
  • Ensures meetings, workshops, trainings
    are as accessible as possible for team members/participants with
    disabilities
  • Coordinates with the GIZ office on the
    mode of service delivery
  • Ensures that computers and software are
    operational
  • Assists team members to ensure regular
    and save data backup
  • Monitors the availability of accessories
    and stocks and carries out procurement in accordance with GIZ guidelines
  • Responsible for filing documents in
    reference files or in DMS in line with GlZ’s filing rules
  • Manages confidential files, specifically
    in the areas of personnel and finance.
Finance and Accounting
  • Assists to prepare budget planning
  • Assists to monitor expenses in
    accordance with the budget
  • manages and monitors the monthly
    accounting and financial plans
  • is responsible for financial processes,
    such as cash withdrawals, keeping the cashbook, bank accounts, preparing
    and entering vouchers
  • Verifies travel claims and settlements
    of staff prior to approval by the superior
  • Carries out spot checks of the cash and
    bank book
  • Checks requests for funds before release
  • Prepares for project accounting audits
  • Manages and monitors contracts (local
    subsidies, services, consultants) and controls accountability
  • Monitors and follows up on outstanding
    receivables and liabilities of the project both in the project journal and
    for transactions done through the office journal and, ensures timely
    booking.
Procurement
  • Responsible for local procurement (negotiates costs, prepares
    orders, Inspects delivery etc.) including quotation procedures, according
    to GIZ guidelines.
  • Procures travel documents for all
    project staff according to the GIZ guidelines
  • Checks invoices, delivery receipts and
    other papers and signs them/submit for payment.
Other duties/additional
tasks
  • Actively participating in the GIZ
    Administrative Round-Table
  • Be prepared to travel and to undertake
    further job training related to his/her position and duties, if required
    and approved by the Head of Component.
  • Perform other duties and tasks at the
    request by the Component Head..



Qualifications, Skills and Experience: 
  • The applicant must hold a Degree in relevant field, preferably in
    Accounting & Finance, Business Administration, B. Commerce or MBA.
  • At least three years of professional experience in a comparable
    position
  • Proof track record of working in administration and finance
  • Experience in working in international cooperation an advantage
  • Working experience for GIZ and knowledge of GIZ procedures,
    processes, rules and standards would be an asset.
  • Keen interest in working with human rights actors in Uganda
  • Good working knowledge of IT technologies (related software, phone,
    email, the internet) and computer applications (e.g. MS Office, especially
    Excel)
  • Very good knowledge of the English language
  • In-depth understanding of financial planning and accounting
  • Broad experience of management and administration
  • Willingness to upgrade as required by the tasks to be performed
  • Good counting and writing skills; experiences in writing meetings
    minutes
  • Excellent communication, coordination and self
  • Organization skills
How to Apply:
All suitably
qualified and interested persons should send their applications either by post,
courier or E-mail along with the contacts of three professional referees to:
The Director,
Future Options
Consulting Ltd,
4th Floor, DTB
Centre, Kampala Road,
P.O. Box 34934,
Kampala, Uganda
Deadline: 23rd May 2019 by 5:00PM
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