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.
Key Duties and Responsibilities:
1. Coordination: The Administration Officer;
Ensures that information is exchanged between project/programme staff, partners and other institutions
Accompanies the project/programme manager or other team members to meetings if necessary
Prepares and organises internal team meetings
Attends and documents coordination meetings
Coordinates consultant activities
2. Administration: The Administration Officer;
Charged with providing administrative, and logistical aspects of project activities (meetings, workshops, trainings etc.)
Coordinates with the GIZ office on the mode of service delivery
Ensures that computers and software are operational
Keenly monitors the availability of accessories and stocks and carries out procurement in accordance with GIZ guidelines
Charged with 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
3. Finance and Accounting: The Administration Officer;
Supports in preparing programme budget planning
Assists to monitor expenses in accordance with the budget
Manages and monitors the monthly accounting and financial plans
Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
Prepares travel claims of staff for approval by the superior
Initials cash withdrawals for the project
Carries out spot checks of the cash and bank book
Keenly checks requests for funds before release
Audits project accounting
4. Other duties: The Administration Officer will perform any other duties and tasks at the request of management
Key Performance Indicators:
Providing administrative services for the programme
Meeting the administrative needs of the office independently, with minimum supervision
Managing the support and administrative staff at the programme office
Ensuring that GIZ financial and administrative regulations are complied with
Providing logistical support to project activities (workshops, trainings)
Qualifications, Skills and Experience:
The ideal candidate for the GIZ Administration Officer should hold a University degree in relevant field, preferably in business administration or any related field.
At least three years’ professional experience in a comparable position
Working experience for GIZ and knowledge of GIZ procedures, processes, rules and standards would be an asset
Broad working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
Broad knowledge and understanding of financial planning and accounting
Broad experience of management and administration
Willingness to upgrade as required by the tasks to be performed
Good writing skills; experiences in writing meetings minutes
Excellent communication and coordination skills
Prior experiences in workshop organisation or events management would be an advantage.
Excellent command of the English language
How to Apply:
All suitably qualified and interested candidates should send their hardcopy applications to the Human Resources Department, GIZ Offices, Plot 23 Nakasero Road, Kampala. Uganda
E-mail to: recruitment-uganda@giz.de
Deadline: 24th March, 2016