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Job Title:  Administrative Assistant-GIZ-PREEEP/AA/0824031 (Fresher Diploma 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 an Administrative Assistant to support in warehouse management and organize the stores and keep track of its assets.

Responsibilities

The Administrative Assistant performs the following tasks:

Asset management:

• Develops and implements a facility management program including preventative maintenance.
• Conducts and documents regular facilities inspections.
• Ensures delivery schedules, quantity and quality criteria are met.
• Ensures invoice reconciliation for utilities and general office facilities.
• Clerical services. Ensures the availability of necessary office supplies and purchases of office equipment and material.
• Reports damages to management, organizes and follows-up the proper maintenance and repair/replacement of office equipment.
• Ensures facilities are in a clean, usable, and well-maintained state.
• Ensures that all materials handling, storage, packaging, and transportation are in accordance with the Company policy and legal requirements (e.g., Government regulations).
• Ensure Customs and Excise procedures are correctly followed.
• Collate reports on damaged equipment, required maintenance of offices and compound area.
• Receives and checks delivered material for the different commissions or whole programme. And informs commissions of location and time of delivery.
• Reviews logistics and facilities procedures and suggest changes to improve practices.
• Provide monthly reports on all logistics activities.
• Ensure that all company assets are insured for the relevant risks.
• Informs program of vehicles due for renewal of registration and insurance, requests for the necessary documents, and oversees vehicle document renewal, as needed.
• Manages office utilities i.e., water, electricity, plumbing etc.
• Monitors cleanliness and orderliness in the office premises, rooms, and compound areas.
• Physical verification of assets occasionally to ensure consistency with the information in onsite Asset.
• Inventory and completeness of documentation during the handover/disposal process of items.

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:

• Keeps track of PnR updates and monitors the progress in the IC checklist.
• Verifies logbooks and fills out fuel consumption follow-ups

Other Duties/Additional Tasks

• Liaises with agents providing services to the GIZ in relation to customs clearance and vehicle registration.
• Immediately reports all involvement of the project or office vehicle in accidents, including minor accidents, damage, loss, or theft of vehicle fittings and assists in the follow up of incidents.
• Keeps abreast with records of distribution of fixed office assets within the program (furniture, electronics etc).
• Provides regular updates on road safety, vehicle and logbook maintenance, defensive driving, and traffic rules and regulations to Development Advisors (DAs).
• Performs other duties and tasks at the request of management.

Qualifications, Skills and Experience:

Qualifications

• Diploma in Administration, Procurement, Stores or any other relevant subject.
• 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).
• 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
• Has good understanding of fleet, logistics and facilities management.
• Add value, possession of defensive driving certificate.

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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