Vacancy title:
Head of Administration

Jobs at:
Austrian Development Agency (ADA)

Deadline of this Job:
12th January, 2018

Duty Station:
Kampala, Uganda

JOB DETAILS:
Reports to: Head of Office

Austrian Development Agency (ADA) is the operational unit of Austrian Development Cooperation. On behalf of the Federal Government, it plans, finances and supports development programmes and projects in the countries of Africa, Asia, South-Eastern and Eastern Europe and the Caribbean. The goal of ADA is to improve conditions of life in developing countries and assist partner countries in their sustainable development. It also promotes projects in development communication and education in Austria to advance discussion on development cooperation.

Job Summary: The Head of Administration manages the coordination office for development cooperation of the Austrian embassy in Kampala. The Head of Administration supervises the support staff (secretaries, drivers, other support staff).

Key Duties and Responsibilities:
Personnel Management

• Requesting/administering personnel changes (Recruitments and termination of employment, sabbatical and maternity leave etc.; administrative preparation of recruitments, notifications and reports to head office and to the responsible Austrian Embassy)
• Report to Head Office (HO) on any changes in staff data (births, marriages, deaths, home addresses, telephone numbers...)
• Tasked with the preparation and screening of employment contracts and TOR's (together with the office's lawyer and the Head of Office) for other employees of the Office - submission to HO
• Monthly payment of salaries, taxes and social contributions for local staff as well as annual verification of salary scales (comparison with economic developments and other international representations)
• Continuous update of staff files
• Monitoring of changes in local labour laws
• Administration, coordination and monitoring of compliance with regulations on working time including files on annual leave, sick leave and official travel (submission of an annual leave plan by end of January of each year to the general administration department at HO)
•  Arithmetic and formal control and regular transmission to HO (Admin. Department) of documents for the refund of medical costs of local employees.
• Administration and coordination of training courses for office staff
  Financial Management:
•  Daily bookkeeping and cash management
• Carry out banking (account management, supervision of non-cash payment transactions based on receipts and bank statements, etc.)
•  Preparation and execution of all cash and non-cash payments (including rent, telephone, running costs, postage, fuel, etc.)
• Monthly preparation and submission of accounting documents to the finance department (FRK) (by the 5th of the following month)
• Accounting and control of telephone bills, postage fees, the private use of the express mail courier and the use of office cars
• Processing and handing in of documentation for tax refunds with the host country
• Prepare the annual financial and budget plan
• Initiate timely requests to HO for budgetary releases to the office
•  Manage money and other items in the office safe
•  Manage the inventory
• Check/control assessment reports on financial statements of projects funded by ADA and/or by a third party (e.g. EU)
  General Administration
• Physical office management (organisation of regular cleaning, maintenance and care, requesting for and supervision of constructions, administer office plans and tenancy agreements, procuring constructional expert opinion, matters of constructional safety, security guards etc.)
• Liaison with the office's lawyer and (if applicable) medical doctor
•  Liaison with the Chancellor/Consul of the responsible embassy (regarding possibilities for cooperation and exchange of information in personnel and other administrative issues, occupational safety and health, etc.)
• Administration of procurement (requests for procurement, maintenance and care of office furniture and equipment, disposals, etc.)
•  Office and occupational safety and health (fire and burglary protection, first aid, crisis management, fire extinguishers, etc.)
• Administration of transport and office fleet (monitor log books and fuel bills, supervise regular maintenance and care, plan/monitor the efficient use of the office car by staff, report damages/accidents to HO and insurance company, administration of the local motor insurance and the insurance through HO, request additional car hire as need arises, settlement of private use by staff, etc.)
• Manage postal and courier services (supervise the daily incoming and outgoing mail, the express mail courier service as well as the mail register and postage bills etc.)
• Administration of IT and telecommunications equipment (incl. mobile and satellite phones, radio equipment, IT hardware etc., e-mail and intranet/internet, maintain regular backups of the server data and ensure compliance with IT security guidelines, maintenance and care of equipment, etc.)
• Preparation and organization of official travel of staff
• Supervision and regular updating of the archive and the library, both in physical and electronic forms
• Preparation of internal and external meetings
•  Preparation and organization of visits by official delegations
• Participation in coordination meetings with other missions administrative, consular and security matters
• Organisation of activities related to cultural and economic cooperation
•  Organisation of external and public events
•  Tasked with maintaining direct communication with the general administration department at HO
  Programme and Project Management:
• Assisting in the establishment of financing agreements
• Controlling financial accountabilities in relation to financing agreements
• Maintaining direct communication with contract partners on accounting issues
•  Maintaining direct communication on accountability issues relating to financing agreements with the Uganda/East Africa desk and the finance department at HO.

Qualifications, Skills and Experience:

• The ideal candidate for the Austrian Embassy Head of Administration job placement should hold a Bachelor’s degree in Business Administration or equivalent relevant educational background
•  At least five years of professional experience in public administration, accounting or other relevant areas
• Fluency in written and spoken English, knowledge of German is desirable and an advantage
• Excellent organizational abilities
• Excellent IT skills
•  Excellent communication skills, particularly in an intercultural environment
•  Broad knowledge and understanding of basic principles of development and development cooperation
•  Ability to work in a team
•  Professional independence

NB: Preference will be given to female applicants.

Job application procedure
All candidates are encouraged to send their applications which should include:

• An application letter detailing your motivation to apply for this position and your key qualifications,
• An updated and signed CV,
•  Three professional references as well as
•  Certified copies of academic certificates and testimonials to kampala@ada.gv.at