Vacancy title:
Administration Officer

Jobs at:
GIZ

Deadline of this Job:
not later than 30th November 2017

Duty Station:
Kampala, Bugolobi

Job details:
Post: Administration Officer
Reports to: Head of program, through Head of Administration
The GIZ ENWASS (Enhanced Water Security and Sanitation) Programme is looking for an Administration Professional to support the implementation of programme activities.

Responsibilities
The administrative professional is responsible for

• Providing administrative services for the ENWASS programme
• Meeting the administrative needs of the programme components independently, with a minimum of intervention
•  Ensuring that financial and administrative regulations are complied with.

Tasks
The administrative professional performs the following tasks:

Coordination

• Ensures that information is exchanged between programme staff, partners and other institutions
• Accompanies the programme manager or other team members to meetings if necessary prepares and organises internal meetings

Administration

•  is responsible for organising administrative and logistical aspects of project activities (meetings, workshops other events etc.)
• Prepares contract documents in coordination with technical staff, and follows up with Country Office
•  Coordinates with the GIZ office on the mode of service delivery
•  Ensures that computers and software function properly
•  Is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
•  Manages confidential files, specifically in the areas of personnel and finance

Finance and accounting.

- Helps monitor expenses in accordance with the budget.
- Manages and monitors the monthly accounting and financial plans of the assigned programme components
- is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers of the assigned programme components
- Checks travel expense statements of staff for approval by the superior
- initials cash withdrawals, carries out spot checks of the cash and bank book
- Checks requests for funds before release
- Audits project accounting

Other duties/additional tasks
The administrative professional

• Performs other duties and tasks at the request by Management

Required qualifications, competences and experience
Qualifications

• University degree in relevant specialization and qualification in business administration desirable (equivalent of BA or MBA or any other related field)

Professional experience

• At least 5 years professional experience in a comparable position
•  Working experience tor GIZ and/or other international organisations as well as knowledge of GIZ produces, processes, rules and standards as well as experience with administration of Co-Funding arrangements would be an asset

Other knowledge, additional competences

• Broad experience of administration
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g MS Office)
•  Very good knowledge of written and spoken English, knowledge of German would be an asset
•  in-depth understanding of financial planning and accounting
•  High degree of self-motivation and team spirit.

The position is based in Kampala. Frequent trips to field offices in Mbale and Moroto may be necessary.

Job application procedure
All interested and qualified persons are strongly encouraged to apply by submitting their application and CV to the Human Resource department through recruitment-uganda@giz.de  not later than 30th November 2017.

Please note: Only those applications with the subject heading “Admin Officer RUWASS“ will be accepted. Application and CV should he in one document.