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Job Title:  Travel Management Assistant-GIZ-PREEEP/TMA/0824030 (Fresher A’ Level Jobs)

Organization: GIZ Uganda

Duty Station: Kampala, Uganda

About the Company:

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: GIZ is recruiting a Travel Management Assistant to support in the implementation of its activities.

Key Duties and Responsibilities:

The Travel Management Assistant is responsible for;

Reception:

• Customer liaison
• Daily secretariat services
• Assistance to admin departments

Fleet management:

• Daily trips
• Field trips
• Car maintenance

Internal Control:

• Receipt of invoices
• Settlement of field trips
• Fuel and cost follow-up

Specific Tasks

• The Travel Management Assistant performs the following tasks:

Reception:

• Liaising with customers in a service-oriented manner on behalf of the office by providing professional phone services, personally welcoming visitors and maintaining a high standard in the reception area.
• Performing reception and secretariat services daily
• Ensures creation and/or regular updating of a list of contacts and addresses (telephone, e-mail).
• Sorts and distributes incoming correspondence (e-mail, other official documents)
• Makes photocopies and scans documents

Fleet management:

• Is responsible for all the official documents of the vehicles, this includes vehicle files.
• Ensures that all vehicle keys and office keys are kept in a safe and inaccessible place for safety and security.
• Tracks all the third party and comprehensive insurance for all GIZ project vehicles.
• Fleet management / regularly servicing and looking after all official programme vehicles.
• Taking account of all available information on road conditions, accessible routes, and locations.
• Coordinates the deployment and schedule of the driver’s trips.
• Monitors office driver logbooks records and performs regular spot checks on correct and consistent entries in accordance with GIZ Standards.
• Compiles driver reports on car conditions such as repairs, regular general vehicle service and needed vehicle replacements.

Internal Control:

• Receipt of invoices and pre-checking before handing over to the responsible technical teams.
• Settlement of field trips as per GIZ’s travel regulations.
• Fuel and cost follow-up as per PnR.

Qualifications, Skills and Experience:

• Uganda Advanced Certificate of Education (UACE)
• Possession of a valid driver’s license.
• Defensive driving certificate (attained within the last 2 years).
• Training in fleet management is an added advantage.

Details of experience

• At least 2 years of professional experience in a comparable position

Knowledge, skills and competences

• Good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office).
• Strong Customer Service skills
• Very good written and oral knowledge of English.
• Politeness and helpfulness in dealing with visitors.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
• Knowledge about general fleet management compliance and regulations.
• Car maintenance and fuel follow-up knowledge

How to Apply:

Applications and CVs should be in one document and a maximum of 5 pages only and sent electronically, quoting the position and reference number.

Please include name and contact of three references. One official reference from your current workplace is a MUST.

Eligible candidates are encouraged to apply to the Head of Human Resources, GIZ Uganda by email to vacancy@futureoptions.org

Deadline: 1st September 2024 by 11:59 pm (EAT)

NB: Only shortlisted candidates will be contacted

Disclaimer: GIZ DOES NOT charge any kind of FEE(s) at whichever stage of the recruitment process.

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