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Job Title:    Administrative Assistant

Organisation: NIRAS International Consulting Uganda
Limited

Project: Refugee Response Fund

Duty Station: 
Kampala, Uganda

 

About US:

NIRAS was founded in 1956 and is today a major multi-disciplinary
consulting company with a staff of approximately 2,300 professionals. NIRAS has
maintained a continuous and growing presence in Africa for about 50 years.
NIRAS Headquarters is located in Denmark with branch offices and subsidiaries
registered in 23 countries worldwide. In the Eastern Africa region, NIRAS has
established (registered) country offices in Uganda, Kenya, Tanzania and Ethiopia.

 

About Refugee Response Fund:

The Refugee Response Fund (= the “programme”) is German government
commitment for Financial Cooperation to support the intensive efforts of the
Ugandan government to address the needs of the refugees and host communities in
Uganda. The Office of the Prime Minister (OPM) is responsible for the
implementation of the programme that it implements through project
implementation partners (IPs). The programme allows for a transparent and
efficient selection, financing and monitoring process for different kinds of
partners to implement projects. An initial pledge of EUR 10 million for the
first phase of 3 years programme implementation has so far been made. Two
initial projects of WASH and Education (selected in a fast-track process) have
been identified to be implemented in Rhino Camp and Bidibidi refugee
settlements by international NGOs (Oxfam and Save the children respectively).
The projects started at the end of November 2017.

 

Job Summary:  The
Administrative Assistant will provide general support to the Team Leader of the
NIRAS-IP team and the OPM Focal Point. The Administrative Assistant will
support all Fund related issues.

 

Key Duties and Responsibilities:  Reporting to the Team Leader, the
Administrative Assistant will provide daily assistance to the Team Leader in
the fulfilment of roles expected in the implementation of the RRF as provided
in the Consultant’s TOR (to be provided at later stage of the selection
process). Therefore, the Administrative Assistant shall provide daily
assistance to the Team Leader and OPM’s Focal Point to assist them in the
following ways:

·       
Support
the Team Leader in the daily administration and implementation of the programme
as per the Consultancy TOR.

·       
Support
in the development of fund related documents (as e.g. tender documents,
contracts, evaluations, etc.) in line with provisions of the Operational Manual
(OM).

·       
Support
the development of reports and provide input to all sorts of reports. Review
the financial reports from IPs and prepare draft consolidated financial reports
for OPM and KFW as per OM.

·       
Support
in the management of the Reimbursable Fund (RF) both at the IP and OPM levels
in line with the provisions of the RF manual. Follow up on submission and
review of the RF reports from IP. Prepare OPM RF reports and follow up on all
supporting documents in a timely manner. Review the IPs RF expenses and advice
on submission of invoices for refund. Prepare the relevant reimbursement
documents for refunds to IPs.

·       
Assist
TL in the management of office petty cash and cashbox. Regularly update petty
cash log and share with TL on weekly basis. Prepare monthly bank
reconciliations and report to TL.

·       
Regularly
update financial transactions in WINPACCS and advice Project Manager on
required uploads to the NIRAS-IP system.

·       
Closely
cooperate with the two selected implementation partners for the first phase of
the RRF (Save the Children and Oxfam) on all fund-related matters. Regularly
carry out field and Kampala based visits to monitor the financial and
procurement related performance of the partners as well as redress emerging
issues in a timely manner.

·       
Support
the overall communication and coordination in relation to the RRF

·       
Assist
in the work and procurement planning of the RRF, especially for the implementing
partners. Assist in the tracking and update of Consultancy work plan.

·       
Financial
management and monitoring on all levels: The NIRAS-IP project, the
implementation partners, the ‘reimbursable fund’ and the overall fund at OPM
level.

·       
Administer
and monitor the disbursements under the fund. Assist in preparation of
Withdrawal Application documents for IPs and Auditor including follow up with
their signatures in liaison with OPM Focal Person and TL.

·       
Support
the M&E system as shall be required from time to time. Review IP M&E
systems including output and outcome level data.

·       
Support
in the organisation of events, workshops and study tours

·       
Assist
in all procurements under the fund and ensure that established procedures are
followed in line with provisions of the OM Manual.

·       
Assist
in audit processes. Closely coordinate with all partners and stakeholders to
ensure smooth conduct of RRF audits. Prepare RF documentations ready before
audits and advice on needed redress of shortfalls (if any). Support TL and OPM
Focal person in attendance to audit queries, clarifications and management
comments (if any).

·       
Assist
the Team Leader to maintain the asset register and keep it updated. Monitor the
assets register for the implementing partners.

·       
Support
in recruitment of NIRAS-IP driver. Supervise driver. Support in organisation of
field missions. Assist in facilitation processes for OPM officials in line with
provisions of RF manual, thus monthly airtime rations and fuel for focal person
as well as logistical arrangements and facilitations for field missions.

·       
Support
in promotion of RRF visibility.

·       
Any
other duties assigned by the TL and/or NIRAS PM.

 

Qualifications, Skills and Experience:

·       
The
applicant must hold a bachelor’s degree in a field relevant for financial
administration and/or procurement and/or contract management;

·       
A
minimum of five (5) years of professional experience, including work experience
in finance and accounting procedures or financial administration and
procurement;

·       
Proven
experience in providing administrative support to projects with international
financing.

·       
Work
experience in the West Nile region

·       
Ideally
work experience within / with international NGOs

·       
Ideally
experiences in fund / grant management

·       
Experiences
in managing and preparing for financial project audits

 

How to Apply:

All candidates should apply online at the link below.

 

Click Here

 

NB: Please note that only shortlisted candidates
will be contacted.

 

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