Fresher Administration Assistant NGO Job Opportunities – GIZ

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Job Title:        Administration
Assistant
Organization: GIZ
Duty Station: 
Jinja, Uganda
Reports to: RFBC
Project Leader
Ref. No:  GIZ-FAA1118
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 Administrative/Financial Assistant is
responsible for;
  • Managing daily operations and project office facilities.
  • Ensuring that GIZ financial and administrative regulations and
    standard procedures are complied with.
  • Acting as a Stand—in for the Finance/ Administration Officer.
Key Duties and Responsibilities: 
Coordination
  • Ensures that information on project administration and financial
    matters is exchanged between project staff, partners and other
    institutions, as necessary.
  • Accompanies the project leader or other team members to meetings
    when necessary.
Administration
  • Support in organizing and preparation of events, meetings and
    activities in close collaboration with program staff members.
  • Responsible for filing according to GIZ filing system.
  • Responsible for Management of Project Assets / Updating and keeping
    the inventory lists.
  • Maintaining supply and service request records.
  • Updating training, consultancy lists, and databases.
  • Regularly checking logbooks of the project vehicles and calculation
    of fuel consumption.
  • Ensuring facility management of the project office and initiating,
    in accordance with management, repairs and maintenance.
Finance and
Accounting:
  • Helps monitor project expenditure in accordance with the budget.
  • Provides guidance to project partners and the GIZ RFBCP team on GIZ
    administration and financial accounting procedures, processes, rules and
    standards.
  • Checks travel expense statements of staff for approval by the
    superior.
  • Preparing financial documents (vouchers, receipts, invoices etc.)
    for submission to GIZ Kampala.
  • Assisting in preparation for internal / external controls and
    audits.
  • Initials cash withdrawals, carries out spot checks of the cash and
    bank book.
  • Participate in checking of partner requests for funds before
    release.
  • 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 related course
    from a recognised University or Higher Institution of Learning.
  • Financial accounting qualification such as ACCA, CPA Uganda are
    desirable
  • Two years of professional experience in a comparable position.
  • Previous experience in administration and financial matters
  • Good working knowledge of lCT (related software, phone, email, the
    internet) and computer applications (e.g. MS Office)
  • Very good knowledge of written and spoken English
  • Good time management and a ‘strong sense of professionalism
  • Willingness to upskill as required by the tasks to be performed
    —corresponding measures are agreed with management
  • High degree of self-motivation and team spirit.
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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