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Head of Administration Job Placement - GIZ

Job Title:            Head of Administration
Organization: GIZ
Duty Station: Kampala, Uganda
Reports to: Head of Programme – Strengthening Governance and Civil Society in Uganda

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.

Job Summary:  The Head of Administration is responsible for:
  • Efficient execution of all administrative processes in the programme “Strengthening Governance and Civil Society in Uganda” according to the rules and regulations of the GIZ and in line with eligibility requirements of the EU in close cooperation with the finance manager and the Head of Programme
  • Coordination with the GIZ country office and the finance manager on the mode of service delivery
  • Ensuring that all administrators of the components or Hubs (SEA, HR, CUSP, Gulu, Mbale) in the programme are well equipped trained and informed to fulfil their tasks also in light of fulfilling EU rules and regulations.
  • Implementation and dissemination of new policies, rules and regulations that emanate from OuR, Country Office or the HoP.
  • Filing of administrative documents in reference files and DMS in line with GIZ’s filing rules.
  • Providing administrative and financial accounting support and guidance to project partners for efficient implementation of the CUSP project.
  • Actively participating in the GIZ Administrative Round-Table.

Key Duties and Responsibilities:  
Leadership: The Head of Administration:
  • Supervises administrators and other personnel as assigned.
  • Takes the lead in the implementation of OuR within the programme and advises the Heads of components and their Administrators on respective rules and regulations.
  • Ensures that the Administrators understand the assigned tasks and provides content guidance and leadership where necessary
  • Ensures that the output from Administrators is according to GIZ Standards and supports Head of components/Hub Coordinators in supervising their administrators.
  • Conducts annual staff talks for the staff
  • Ensures that information (e.g. from Country Office) is passed on to Head of components and administrators
  • Regularly visits the Hubs in Gulu, Mbale, and others.
Co-ordination The Head of Administration:
  • Ensures that information on project administration and financial matters is exchanged between project staff, partners and other institutions, as necessary.
  • Independently visits establishments of project partners to provide project guidance on administrative and financial management accounting and matters.
Finance and Accounting
The Head of Administration is responsible for preparing internal control procedures especially
  • those relating to cash, stock, and payments and applies them in components and hubs.
  • Reviews and guides the process of Local Subsidies quarterly calls for advances by project partners
  • Actively participates in project selection and valuation, audit and compliance reviews together with the respective Advisor and the Finance Manager.
  • Oversees preparation of local subsidies, finance agreements and consulting contracts (National).
  • Regularly monitors and follows up on outstanding receivables and liabilities of the project
  • Holds administrative briefings for all new staff (local and expatriate).
Procurement: The Head of Administration is responsible for local procurement (negotiates costs, prepares orders, inspects delivery etc) including quotation procedures, according to GIZ guidelines.
Other duties/additional tasks The Head of Administrative Officer shall be prepared to travel and to undertake further job training related to his/her position Perform other duties and tasks at the request of the Head of Programme.

Qualifications, Skills and Experience:
  • The applicant for the GIZ Head of Administration job placement must hold a Masters in Accounting and/ or Business Administration
  • At least five years of professional experience in a comparable position.
  • Working experience for GIZ and knowledge of GIZ procedures, processes, rules and standards would be an asset.
  • Working experience with EU funded projects and accounting procedures.
  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Very good written and oral English language skills
  • Previous experience with EU co-funded projects preferable
  • In-depth understanding of financial planning and accounting
  • Broad experience of management and administration
  • Good writing skills;
  • Excellent communication and coordination skills

How to Apply:
All interested and suitably qualified candidates should send their applications with detailed CVs (max. 3 pages) and a cover letter (max. 2 pages) addressing the applicant's motivation by email to: recruitment-uganda@giz.de. Please quote the subject heading as “Head of Administration.”

NB: Application and CV should be in one document.

Deadline: 23rd May 2018

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