Administrative Officer EUTF Programme Jobs – GIZ

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Job Title:        Administrative
Officer
Organization: GIZ
Duty Station: 
Kampala, Uganda
Reports to: Program
Manager
About US:
The European Union
Emergency Trust Fund (EUTF) and the German Ministry for Economic Cooperation
and Development (BMZ) have commissioned the Gesellschaft für Internationale
Zusammenarbeit (GIZ) with the programme ”Supporting Refugees and Host
Communities in Northern Uganda“. The main objective of the programme is the
improvement of the inclusive socio-economic development of refugees and the
host population within the three districts of Northern Uganda, namely Arua,
Adjumani and Moyo, which are amongst the districts with the highest percentage
of refugees. The programme combines the support to the district local
government structures, efforts to create income and employment and the support
for agricultural activities.
Job Summary:  The Administrative Officer is responsible for
providing administrative services for the program (e.g. procurement of office
material, keeping of records and time sheets, Leave Management, etc.). The
incumbent will be meeting the administrative needs of the office independently,
able to work with minimum supervision. The jobholder will also be managing the
support and administrative staff at the programme office. The incumbent will be
ensuring that financial and administrative regulations are complied with
Key Duties and Responsibilities: 
Coordination
  • 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 meetings
Administration
  • The Administrative Officer is responsible for organising administrative
    and logistical aspects of project activities (meetings, workshops etc.)
  • Coordinates with the GIZ office on the mode of service delivery
  • Ensures that computers and software function properly
  • Monitors the availability of accessories and stocks and carries out
    procurement in accordance with guidelines
  • 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
  • The Administrative Officer helps prepare programme budget planning
  • Helps 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
  • Checks travel expense statements of staff for approval by the
    superior
  • Initials cash withdrawals for various projects
  • Carries out spot checks of the cash and bank book
  • Checks requests for funds before release
  • Audits project accounting
Other
duties/additional tasks
  • Performs other duties and tasks at the request of management

Qualifications, Skills and Experience: 
  • The applicant must hold a University degree in relevant
    specialisation and qualification in business administration desirable
    (equivalent of BA or MBA)
  • Professional Qualification in Accounting, CPA, etc.
  • Three years of professional experience in a comparable position
  • Experience in staff management
  • Good working knowledge of ICT technologies (related software, phone,
    fax, email, the internet) and computer applications (e.g. MS Office)
  • Excellent communication and interpersonal skills
  • Excellent spoken and written English language
  • Madi or Lugbara Language skills are an asset
  • Knowledge of German is an asset
  • In-depth understanding of financial planning and accounting
  • Broad experience of management and administration
  • Willingness to upskill as required by the tasks to be performed
    –corresponding measures are agreed with management
How to Apply:
All interested
candidates are invited to send their applications enclosing curriculum vitae,
academic and professional certificates along with the names and contacts of
three referees. Applications should be sent by post, courier, hand delivery or
e-mail to The Director Executive Recruitments, Future Options Consulting Ltd,
4th Floor, DTB Centre, Kampala Road, P.O. Box: 34934, Kampala, Uganda. Phone:
0393 265028/9, 0414-231204/6; Email: hr@futureoptionsug.com
(Please include the title of the position for which you are applying in the
subject line of the email).
Deadline:  12th
October 2018 by 5.00pm
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