Administration Officer Jobs – GIZ
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: 23rd May 2019 by 5:00PM
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