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Saturday, May 11, 2019

Administrative Officer Job at GIZ - Career Opportunity in Uganda

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

Jobs at: GIZ
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: Administrative Officer (GUSP, Governance and Civil Society Programme)
Reports to: Head of Administration Kampala
Job Location: Kampala
Ref. No GIZ- AO/CUSP/061960.

Key Responsibilities.
• The Administrative Officer is responsible tor;
• Providing administrative services for the CUSP project, especially for the assigned component.
• Meeting the administrative needs of the project components with a minimum of supervision.

• Ensuring that GIZ financial and administrative regulations and standard procedures are complied with.
• Providing administrative and financial accounting support and guidance to project partners for efficient implementation of the CUSP project.
• Providing logistical support (workshops, trainings etc.)
• Managing the support and administrative staff of the component.
• Actively participating in the GIZ Administrative Round-Table.
Specific Tasks
Coordination
• Ensures that information on project administration and financial matters is exchanged ‘between project staff, partners and other institutions, as necessary.
• Accompanies the Head of component or other team members to meetings when necessary independently visits establishments of project partners to provide project guidance on administrative and financial management accounting and matters.
• Coordinates Consultant activities together with the technical advisers/Development advisers.
Administration
• Is responsible for organizing administrative and logistical aspects of project activities (meetings, workshops, travel arrangements, etc.).
• Reviews contract documents in coordination with technical staff and follows up with Country Office.

• Ensures that project computers, software and printers, and communication equipment function property.
• Is responsible for filing documents in reference files and in DMS in line with GIZ's filing rules.
• Ensures all hard copy and electronic filing is up to date at all times.
• Manages confidential tiles
• Monitoring national staff leave days and updating the leave schedule
• Monitoring travel schedules.
Finance and accounting
• Assists and monitors budgets
• Provides guidance to project partners and the GIZ CUSP team on GlZ administration and financial accounting procedures, processes, rules and standards.
• Is responsible for preparing of internal control procedures especially those relating to cash, stock, and payments. -is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers of the assigned project components.
• Ensures vouchers and receipts of the project are complete as per GIZ financial requirements. .
• Pre-checks travel advances/settlements statements of staff for approval by the superior.
• Monitors the availability of accessories and stocks and carries out procurement in accordance with GIZ guidelines up to the project internal ceilings.

• Reviews and guides the process of Local Subsidies quarterly calls for advances by project partners
• Actively participates in project selection and valuation, audit and compliance reviews together with the Advisor.
• Prepares and follows up on local subsidies, finance agreements and consulting contracts (National).
• Monitors and follows up on outstanding receivables and liabilities of the project both in the project journal and tor transactions done through the office journal and ensures timely costly booking.
• Documents and maintains complete and accurate supporting information for all financial transactions.
• Manage the cash flow and prepares cash flow forecasts in accordance with GIZ rules and regulations,
• Holds administrative briefings for all new staff (local and expatriate).
Procurement
• Responsible for local procurement (negotiates costs, prepares orders, inspects delivery etc.) including quotation procedures, according to GlZ guidelines.
• Keeps database on suppliers and conducts regular search for alternatives.
• Procures all air tickets for all project staff according to the GIZ guidelines
• Advises suppliers of defective goods delivered and arranges necessary follow-ups.
• Checks invoices, delivery receipts and other papers and signs them/submit for payment,
• Files documents with completed transactions according to GlZ guidelines.
Other duties/additional tasks
• Be prepared to travel and to undertake further job training related to his/her position and duties, ii required. Special training programs shall be identified and selected jointly with the Hub Coordinator and/or Head of Programme.
• Perform other duties and tasks at the request by the Hub Coordinator.. ‘

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, 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.

Qualifications
Degree in relevant field, preferably in Accounting 8. 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 231204/5. Applications should be received by 5.00pm on the 23rd May 2019. Please note: These are national positions. 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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