Administration Officer Job Careers – GIZ

Job
Title:           
 Administration
Officer (Entry level) Athletics for Development (A4D)

Organization: GIZ

Duty Station: Kampala,
Uganda

Reports to: 
National Coordinator A4D

Ref. No.: GIZ-A4D/A0/081973

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 Project:

The German Ministry
for Economic Cooperation and Development (BMZ) has commissioned the
Gesellschaft für Internationale Zusammenarbeit (GIZ) with the sector programme,
Sport for Development” which is implementing the country component
“Athletics for Development” in Uganda. A4D started in Uganda in 2018
and is going to continue in the new project phase of the sector programme from
October 2019 until September 2022. A4D is using sport as a tool for
development: sport training not only focuses on sport skills but rather on life
skills and seeks to support the participants and their communities in the field
of health, education, job creation and social cohesion. A manual for the
training of coaches in “Athletics for Development” is just being
finalized. With a cascade system, instructors are trained who then train the
coaches who work with children and youth. Besides sports events are used to
support and highlight developmental goals.

Job Summary:  The Administration Officer will support the
project’s day to day operations.

Key Duties and Responsibilities: 

 Managing daily office operations

  • Providing administration support to the team in line with GIZ
    standard procedures
  • Organising events and workshops
  • Providing logistics support
  • Supporting the Monitoring of the project activities.

Administration and
Accounting

  • Supports the team with general administrative duties as assigned
  • Is responsible for filling according to GIZ’S filling system
    (including DMS)
  • Supports the planning, preparation and logistical set up of
    workshops, meetings and events in close collaboration with the national
    coordinator (reservations, reimbursement of transport allowance and per
    diem, procurement of sport and event materials etc.)
  • Manages stock levels and initiates the purchasing of office supplies
  • Maintains an inventory of programme assets
  • Updates trainings, consultancy lists and databases as advised by the
    national coordinator
  • Monthly calculating of fuel for the project vehicle
  • Preparation of travel allowances and following up on
    accountabilities
  • Preparing financial documents (vouchers, receipts, invoices etc.) to
    be submitted to country office in Kampala.
  • Manages and monitors the monthly accounting of project Checks and
    calculates travel claims for both local and international official trips
    Follows up on timely and accurate submission of accountability documents
    by partner.

Procurement

  • Keeps database for suppliers and conducts regular search for
    alternatives
  • Receives and checks delivered materials
  • Checks invoices, delivery receipts and other documents and signs
    them/submits for payment.
  • Support in project related work
  • Visits partner organisations when implementing A4D programmes
  • Supporting the M&E in collaboration with the National
    Coordinator, the German Sports University and the partner organisations,
    e.g. filling out questionnaires, M&E tools etc.
  • Assists in and/or carries out other office activities and other
    tasks, as assigned ·
  • Undertakes further on the job training related to her/his positions
    and duties if required. Special training programmes shall be identified
    and selected together with the Head of Programme

Qualifications, Skills and Experience: 

  • The applicant for the Administration Officer should hold a
    University degree in Sport Management, Social Sciences or Business
    Administration or a related field.
  • Three years of work experience in a similar position
  • Excellent written and oral knowledge of English
  • Excellent communication and organisational skills
  • Excellent time management skills and ability to multi-task and
    prioritise work
  • Keen attention to detail and problem solving skills
  • Very good working knowledge of ICT technologies (related software,
    phone, email, internet and computer applications (Outlook, Word, Excel,
    PowerPoint)
  • Professional attitude and conduct
  • Team player, and intercultural competence
  • Integrity, concern for quality and standards
  • Politeness and helpfulness in dealing with visitors
  • Willingness to upskill as required by the tasks to be performed.
  • Experiences in Sport and Sport for Development (e.g. as a coach) are
    an asset.
  • Knowledge of office management systems and procedures

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, via email: hr@futureoptionsug.com; quoting the position
you are applying for and the reference No. as the subject.

Please note: This is
a national position. Application and CV should be in one document and a maximum
of 4 pages only. No other attachments are required at this stage. Only
shortlisted candidates will be contacted.

Deadline: 22nd September 2019

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