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Job Title:  Junior Administrative Specialist WatSSUP  

Organisation: GIZ Uganda

Duty Station: Kampala, Uganda

Ref No: GIZ- WatSSUP/JAS/0125004

About Organisation:

The WatSSUP Programme is implemented by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ). The programme is financed by the Special Initiative on Displaced Persons and Host Countries, an initiative by the BMZ, within the context of the Global Compact on Refugees, with the aim to eradicate root causes of displacement, reintegrate refugees and strengthen host communities. The programme operates on the nexus of humanitarian and development work and focuses on both refugee and host communities. The overall objective is to ensure sustainable water and sanitation services in selected refugee settlements and host communities in line with national and international refugee strategies. Key implementing partner of this programme is the Ministry of Water & Environment (MWE) and its decentralized agencies, in particular the Northern Umbrella of Water and Sanitation (NUWS).

Job Summary:   GIZ Uganda is recruiting a Junior Administrative Specialist to support the implementation of its programme.

Key Duties and Responsibilities:   The Junior Administrative Specialist will be responsible for:

• Support Administrative and Finance Specialist in their day-to-day business by preparing vouchers, supporting events management and calculation, attendance lists, payments of participants, etc.
• Responsible for streamlining the existing inventory and maintaining the inventory for the entire WatSSUP Programme.
• Performing tasks in compliance with GIZ’s Processes and Regulations (P&R) and ensuring compliance of the same by all staff.
• Correctly providing support within the team in accordance with GIZ’s requirements.
• Support the Admin Specialist in Finance and administrative requirements of the office independently with minimal supervision.

Specific Tasks

The Junior Administrative Specialist performs the following tasks:

Administration

• In close cooperation with the Junior Administration Specialist support the administrative and logistical aspects of programme activities (meetings, workshops, travel arrangements etc.)
• Support Regular filing documents on MS Teams and DMS.
• Support the Administrative team in updating contract monitoring tool.
• Maintaining sound stores and inventory management systems for proper usage and tracking of records of Assets to be handed over to the partners.
• Immediately reporting problems concerning his/her area of responsibility.
• Travel to the field office (s) if required.
• Deputize the Administration Specialist when needed.

Finance

• Support initiation of rebooking of wrongly posted expenditure.
• Updating of fuel consumption reports.
• Support the Administration Specialist to ensure that invoices are received and validated.
• Checking and calculating travel claims of staff and submitting them for approval by the superior.
• Checking invoices, delivery receipts and other papers and sign them/submit them for payment.
• Assist the Administration Specialist in handling Airtel Money, making the mobile payment entries, bank accounts reconciliations, preparing and entering vouchers into GIZ WINPACCS system.
• Helps in follow-up of receivables through Country office.
• Ensuring that vouchers and receipts are complete as per GIZ financial requirements.
• Assist in internal/ external controls and audits preparation.

Other Duties/Additional Tasks

• Perform other duties and tasks at the request of management.

Qualifications, Skills and Experience:

• Bachelor of Commerce / BA in Business Administration/ Bachelor of Science or similar field

Details of experience

• 2-3 years’ professional experience in a comparable position

Knowledge, skills and competences

• Knowledge of Finance and Administration.
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Very good knowledge of the English language.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

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: 23rd February 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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