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Job Title:  Administrative Specialist (2 Positions) – Governance, Ref No. GIZ-GCSP/AS/1224064

Organisation: GIZ Uganda

Duty Station: Kampala, Uganda

 

About Organisation:

The German Ministry for Economic Cooperation and Development (BMZ) has commissioned the Gesellschaft fϋr Internationale Zusammenarbeit (GIZ) with the Programme “Strengthening Governance and Civil Society in Uganda”, co-funded by the European Union. The main objective of the programme is that selected state and civil society actors in Uganda are in better position to work towards the compliance with human rights and governance principles in their respective areas of responsibility. Structurally, the programme focuses on two main components: Advancing Governance and Accountability (AGA) and Strengthening Civil Society in Uganda Support Programme (CUSP).

 

Under Advancing Governance and Accountability, GIZ works with the Office of the Auditor General (OAG), the Inspectorate of Government (IG) and the Public Procurement and Disposal of Assets Authority (PPDA). Through collaborative efforts between the OAG, IG and PPDA the component seeks to strengthen the fight against corruption and to increase accountability and transparency in Uganda.

 

Job Summary:   GIZ Uganda is recruiting 2 Administrative Specialists to support the implementation of its programme.

 

Key Duties and Responsibilities:

The Administrative Specialist will be responsible for:

• Providing administrative services for the programme, specifically their duty station, in close collaboration with the Head of Administration and the Finance Manager.
• Ensuring that financial and administrative regulations and standard procedures are complied with.
• Meeting the administrative needs of the programme independently, with a minimum of intervention/ supervision.
• Ensuring that administrative information is exchanged between technical programme staff, programme partners and other institutions.
• Seeking and following technical instructions by the Head of Administration and the Finance Manager.
• Ensuring that his/ her tasks are carried out efficiently and with the required confidentiality within the assigned area of responsibility.

Specific Tasks

The Administrative Specialist performs the following tasks:

Administration and Office Management

• Preparing, organising internal meetings and drafting minutes, where applicable.
• Organising administrative and logistical aspects of programme activities (meetings, workshops, travel arrangements etc.).
• Filing documents in reference files or in DMS in line with GIZ’s filing rules and support in reporting.
• Supervising support staff.
• Managing office utilities i.e. water, electricity etc.
• Supporting all staff on administrative related issues.
• Monthly calculating of generator fuel consumption.

Procurement

• Is responsible for local procurement up to the thresholds according to the actual delegation, including quotations according to GIZ guidelines.
• Keeping a database on suppliers and conducting regular search for alternatives.
• Receiving and checking delivered materials.
• Monitoring the availability of accessories and stocks and carrying out procurement in accordance with the GIZ guidelines.
• Compiling information on products, services and prices on small goods vendors, catering companies, car rental companies for entry in a suppliers’ database.
• Supporting the preparation of contract documents for administrative aspects and terms and conditions in coordination with technical programme staff.
• Perform a quality and compliance check of the contract documents before submitting them to the Country Office.
• Follow-up of the timely contract preparation with the Country Office and the timely reply to any questions.
• Monitoring of all contracts concluded by the project/hub

Finance and Accounting

• Handling petty cash, cash withdrawals, monthly cash counts, keeping the cashbook, bank accounts reconciliations, preparing and entering vouchers into GIZ accounting system.
• Ensuring that financial and administrative information are entered correctly and timely into OnSITE Operations.
• Supporting the monitoring of expenses in accordance with the budget.
• Ensuring that vouchers and receipts are complete as per GIZ financial requirements.
• Assisting in internal/ external controls and audits.
• Preparation of budgets for workshops, training etc.in coordination technical programme staff and programme partners.
• Checking and calculating travel claims of staff and submit them for approval by the superior.
• Checking invoices, delivery receipts and other papers and sign them/submit them for payment.
• Ensuring that standard booking texts with clear descriptions are used and aligned with other programme hubs and the Country Office.
• Preparing monthly forecast and checks requests for funds before release.
• Ensuring the payments of invoices in a timely manner.
• Ensuring the deduction and payment of relevant taxes where applicable.

Stores/Inventory / Asset Management

• Maintaining a system of complete and correct stock recording of office equipment value assets using OnSITE Asset software and tagging of inventoried assets as required by processes and rules.
• Compiling and updating at least monthly all supporting documentation and invoices in systematically organised files for all QnSITE Asset entries.
• Maintaining updated stock cards for all consumable items in store.
• Physical verification of inventory items at least once per year for consistency with the information in OnSITE Asset, file written signed reports and update the inventory if required.
• Proper disposal of obsolete or broken equipment as per GIZ regulations.
• Ensuring that all assets are coded and have stickers.
• Ensuring timely provision of supplies to enable smooth operation at the office.
• Maintaining sound stores and inventory management systems for proper usage and tracking of records of usable resources.

Fleet Management

• Vehicle fleet management i.e. vehicle maintenance & repairs etc. in coordination with the driver(s).
• Controlling of vehicle logbooks, i.e. filled out in line with rules and regulations.
• Monthly calculating and monitoring of fuel consumption for programme vehicles.
• Maintaining files related to maintenance of the programme vehicles.
• Supporting drivers in planning logistical movements.

Financial Agreements

• Following up on timely and accurate submission of accountability documents by partners.
• Supporting coordination and communication with the technical programme staff, programme partners and Country Office regarding the Financial Agreement.

Other Duties/Additional Tasks

• Immediately reporting problems concerning his/her area of responsibility.
• Deputize the Administration Specialist in other programme hubs.
• Actively contributes to the digitalisation of finances and administrative procedures.
• Service oriented support to technical programme staff and programme partners in issues related to administration and finances.
• Capacity building of programme partners.
• Ensures that all his/ her tasks are executed in alignment with the data protection regulations of Uganda, Germany and GIZ.
• Perform other duties and tasks at the request of management

Qualifications, Skills and Experience:

• Bachelor’s Degree in Business Administration. A master’s degree in Business Administration is an added advantage

Details of experience

• 3 years professional experience in a comparable position.
• Working experience donor agencies, non-governmental organizations or other international organizations.
• Experience with administration of co-financing arrangements.
• Experience in procurement, accounting and working closely with Drivers.

Knowledge, skills and competences

• Good working knowledge of IT tools (related software, phone, email, the internet) and computer applications (e.g., MS Word and Excel, Outlook, Power Point, MS Teams,) as well as knowledge of WinPaccs or other accounting software would be of advantage.
• Excellent command of the English language, both written and oral.
• Excellent organisational and analytical skills.
• Ability to work well under pressure and with minimal supervision.
• High level of service orientation.
• Willingness to upskill as required by the tasks to be performed.
• Willingness to travel within Uganda.

 

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 by email to vacancy@futureoptions.org

 

Deadline: 5th January 2025 by 11:59pm

 

Please note: This is a national position. Only the 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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