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Job
Title:          Administration Officer
(Strengthening Human Rights Corporation)

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

E-mail to: hr@futureoptionsug.com

Deadline: 23^rd May 2019 by 5:00PM

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