Administration Officer (PREEEP) Jobs – GIZ

Job
Title:          Administration Officer (PREEEP)
Organization: GIZ
Project Name: Energising
Development (EnDev)
Duty Station: Kampala,
Uganda
Reports to: Programme
Manager
Ref Number:
GIZ-PREEEP/AO/041927
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.
About GIZ EnDev:
Energising Development
(EnDev) is a global multi-donor partnership implemented by Deutsche
Gesellschaft fur Internationale Zusammenarbeit (GIZ) that facilitates access to
modern energy services in 24 countries worldwide. In Uganda, EnDev, under the
Promotion of Renewable Energy and Energy Efficiency Programme (PREEEP)
cooperates closely with the Ministry of Energy and Mineral Development (MEMD).
EnDev Uganda facilitates access to modern energy services through market
development with the private sector for improved cook stoves (ICS) and solar PV
products. In its ICS programme component, EnDev Uganda supports Ugandan ICS
companies to increase their production capacity, improve their product and
service quality as well as competitiveness and marketability.
Key Duties and Responsibilities: 
  • Providing administrative services for the program (e.g. keeping of
    records and time sheets, Leave Management, etc.)
  • Meeting the administrative needs of the office independently, able
    to work with minimum supervision
  • Managing the support and administrative staff at the programme
    office
  • Ensuring that financial and administrative regulations are complied
    with. The Administrative Officer performs the following tasks: Specific
    Tasks Coordination
  • Ensures that information is exchanged between project programme
    staff, partners and other institutions
  • Accompanies the project/programme manager or other team members to
    meetings if necessary
  • Prepares and organizes external meetings. Administration
  • Is responsible for organizing administrative and logistical aspects
    of project activities (meetings, workshops etc.)
  • Coordinates with the GIZ office on the mode of service delivery
  • Ensures that computers and software function properly
  • Monitors the availability of accessories and stocks and carries out
    asset management in accordance with guidelines
  • Responsible for filling documents in reference tiles in line with
    GIZ’s filling rules
  • Manages confidential files, specifically in the areas of finance
  • Liaise between Bank and Programme issues and mode of service
    delivery. Finance and accounting
  • Helps prepare programme budget planning
  • Assists in monitoring fund expenditure in accordance with the budget
    (cost type and cost category)
  • Manages and monitors the monthly accounting and financial plans
    submits the end of month accounts from the project accounting, cash books
    and account balance vouchers (through or from WINPACCS) to the officer
    responsible for the contract and cooperation and forwards them to GIZ head
    office
  • Responsible for financial management, such as cash withdrawals,
    keeping the cashbook, hank accounts, preparing and entering vouchers
  • Carries out accounting tasks using WINPACCS accounting software and
    prepares monthly end of period accounts and bank reconciliation vouchers
  • Keenly 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 cost
    booking.
  • Checks error sheets
  • Among other payment s/he manages Mobile Money payment Processes
  • Checks travel expense statements of staff for payment initials cash
    withdrawals for ‘various projects (BMZ, DKTI, BMU)
  • Carries out spot checks of the cash and bank book
  • Checks requests for funds before release
  • Audits project accounting
  • Manages and monitors the assets procured during the programmes
    runtime using the asset management tool onsite asset “carries out an asset
    stocktaking on a yearly basis for all assets procured.”
  • Other duties/additional tasks
  • Performs other duties and tasks at the request of management
  • Voucher Scanning, Photocopying and then Filling
  • Deputation for Administration Officer En DEV while away. .



Qualifications, Skills and Experience: 
  • The ideal candidate must hold a University degree in relevant
    specialization and qualification in business administration desirable
    (equivalent of BA or MBA).
  • A minimum of three years of professional experience in a comparable
    position
  • Working experience for GIZ and knowledge of GlZ procedures,
    processes, rules and standards would be an asset.
  • Working experience with EU funded projects and accounting
    procedures.
  • Good working knowledge of ICT technologies (related software, phone,
    fax, email, the internet) and computer applications (e.g. MS Office)
  • Excellent communication and interpersonal skills
  • Excellent spoken and written English language
  • In-depth understanding of financial planning and accounting
  • Broad experience of management and administration
  • Willingness to up skill as required by the tasks to be performed
  • Corresponding measures are agreed with management.
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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