Job Title: Administration
Officer
Organization: GIZ
Duty Station:
Jinja, Uganda
Reports to: RFBC
Project Leader
Ref. No: GIZ-FAO1118
About US:
The Deutsche
Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is owned by the
Federal republic of Germany with international operations in Uganda. GIZ
implements commissions for the German government and other national and
international, public and private sector clients within the framework of the
international cooperation between the Federal Republic of Germany and the
Government of Uganda.
About RFBCP Project:
The Responsible
Fisheries Business Chain Project (RFBCP) is part 0t the Global Program on
Sustainable Fishery and Aquaculture and funded under the special initiative
“One World-No Hunger of the German Federal Ministry tor Economic Cooperation
and Development (BMZ). The overall objective of the program is to ensure food
security and to reduce poverty by increasing fish supply and income. The
political partner of the project is the Lake Victoria Fisheries Organization
(LVFO) and its target groups are vulnerable households and communities,
artisanal fishers and small to medium sized enterprises in the fishery sector.
The project is largely implemented through grants and service contracts to
implementing partners.
Job Summary: The Administration Officer professional is
responsible for;
- Providing administrative and financial services for the Responsible
Fisheries Business Chains Project (RFBCP).
- Ensuring that GlZ financial and administrative regulations and
standard procedures are complied with.
- Providing administrative and financial accounting support and
guidance to project partners tor efficient implementation of the RFBCP.
- Carrying out internal reviews/audits of accounting and
administrative procedures of project partners.
Key Duties and Responsibilities:
Coordination
- Project staff, partners and other institutions, necessary.
- Accompanies the Project leader or other train members to meetings
when necessary.
- Independently visits project partners to provide guidance on
administrative, financial management and accounting matters.
- Prepares and organises internal and external meetings.
Administration
- Responsible for organising 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 ITC equipment functions properly.
- 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 files, specifically in the areas of finance.
Finance and
Accounting :
- Helps monitor project expenditure in accordance with the budget.
- Monitors the monthly accounting and financial plans of the project.
- Provides guidance to project partners and the GIZ RFBC team on G12
administration and financial accounting procedures, processes, rules and
standards.
- Responsible for financial management, such as cash withdrawals,
keeping the cashbook, bank accounts, preparing and entering vouchers of
the project.
- Checks vouchers and receipts of the project for completeness and
guides on corrections to be made where necessary.
- Checks travel expense statements of staff for approval by the
superior.
- Responsible for financial management such as; cash withdrawals,
keeping cash book. bank accounts, bank reconciliation, cash count and
posting vouchers of RFBCP
- Checks requests for funds before release.
- Reviews and guides the process of quarterly calls for advances by
project partners.
- Guides the process of financial reporting by the project including
reporting by project partners.
- Reports all problems with financial administration and compliance
without delay,
Other
Duties/Additional Tasks: Performs
other duties and tasks at the request by the RFBC project leader.
Qualifications, Skills and Experience:
- The applicant for the GIZ Administration Officer job should hold a
Bachelor’s degree in Business Administration, Commerce, or equivalent or
other relevant specialisation and qualification from a recognised
University.
- Financial accounting qualification such as ACCA, CPA Uganda, etc.
- A minimum of six years of professional experience in a comparable
position.
- Working experience with GIZ and good knowledge of GIZ procedures,
processes, rules and standards especially relating to financial
administration are an added advantage.
- Working experience within the fisheries sector.
- Broad experience of administration.
- Good time management and a pay attention to detail.
- Good working knowledge of ICT (related software, phone, email, the
internet) and computer applications (e.g. MS Office).
- Very good knowledge of written and spoken English, knowledge of
Swahili would be an asset.
- In-depth understanding of financial planning and accounting.
- Willingness to upskill as required by the tasks to be performed —
corresponding measures are agreed with management.
How to Apply:
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.O Box 34934, Kampala Uganda by email: hr@futureoptionsug.com Tel: +256 414 231204/6.
NB: This is a
national position. Applications and CV should be in one document. No other
attachments are required at this stage, and female candidates are especially
encouraged to apply.
Deadline: 22nd November 2018 by 5:00pm
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