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Saturday, May 11, 2019

Administration Officer Job at GIZ International - Career Opportunity in Uganda

Vacancy title:
Administration Officer [ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Administrative & Office ]


Jobs at: GIZ International

Deadline of this Job:
23rd May 2019
Duty Station:
Within Uganda , Kampala , East Africa

Summary
Date Posted: 10th May 2019 , Base Salary: Not Disclosed
JOB DETAILS:
The German Ministry for Economic Cooperation and Development has commissioned the Gesellschaft for Internationale Zusammenarbeit (GIZ) with the Programme “Strengthening Governance and Civil Society in Uganda". 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 (transparency, accountability, efficient and effective management and political participation) in -their respective areas of responsibility. Structurally, the programme focuses on 3 main components: 1) Strengthening External Audit 2) Strengthening Human Rights and 3) Strengthening Civil Society. Under component 2) Strengthening Human Rights, - GIZ is seeking an administrative officer
The main objective of the Component is to achieve that selected key stakeholders as well as other government institutions and civil society actors are in position to strengthen human rights, in particular those of vulnerable groups.
The Human Rights Component focuses its support on ,fostering the Human Rights Based Approach within the 'National Planning Authority (NPA) in Uganda; further support to the regional structures of the Uganda Human Rights Commission (UHRC); and provide assistance to the institutional and capacity development of the Equal Opportunities Commission (EOC); potential partners involved in the implementation of Agenda 2030 such as Uganda Bureau of Statistics (UBOS); as well as supporting i selected civil society organizations in promoting Human Rights in Uganda; in particular for minorities and vulnerable groups. Under the component Strengthening Human Rights falls the project “Human Rights Protection in a Digital Age".
The project is part of a special initiative by the German Ministry for Economic Cooperation and Development (BMZ) called “Digital Africa".
GIZ looking for a qualified, experienced and motivated colleague who values integrity, transparency and ensures sound management of administrative procedures.
Job Title: Administration Officer (Strengthening Human Rights Corporation)
Reports to: Head of component
Duty Station: Kampala
Ref No. GIZ- AC/SHR/051940.

Key Responsibilities
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.
Specific Tasks
The Administrative Officer performs the following tasks: 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

• is 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
• Is 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..

Other knowledge, additional competences and skills
• Interest in working with human rights actors in Uganda
• Good working knowledge of IT technologies (related software, phone, email: hr@futureoptionsug.com, 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 skill

Qualifications
Degree in relevant field, preferably in Accounting & Finance, Business Administration, B. Commerce or MBA.

Job Education Requirements: Degree

Professional experience
• Minimum 3 years’ 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.

Job application procedure
All interested and qualified persons are strongly encouraged to apply by submitting their application and CV along with the contacts of three professional referees to The Director, Future Options Consulting Ltd, 4th Floor, DTB Centre, Kampala Road, P.0. Box 34934, Kampala, Uganda by email: hr@futureoptionsug.com Tel: +256 414 231204/6. Applications should be received by 5.00pm on the 23rd May 2019. Please note. This is a national position. Application and CV should be in one document including the relevant attachments. Only the shortlisted candidates will be contacted
We encourage women, people with disabilities and minority groups to apply for this position. GIZ is committed to equal opportunities and diversity of perspective at the working place

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