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Administrative Assistant Jobs - NIRAS International Consulting Uganda Limited


Job Title:    Administrative Assistant

Organisation: NIRAS International Consulting Uganda Limited

Project: Refugee Response Fund

Duty Station:  Kampala, Uganda


About US:

NIRAS was founded in 1956 and is today a major multi-disciplinary consulting company with a staff of approximately 2,300 professionals. NIRAS has maintained a continuous and growing presence in Africa for about 50 years. NIRAS Headquarters is located in Denmark with branch offices and subsidiaries registered in 23 countries worldwide. In the Eastern Africa region, NIRAS has established (registered) country offices in Uganda, Kenya, Tanzania and Ethiopia.


About Refugee Response Fund:

The Refugee Response Fund (= the “programme”) is German government commitment for Financial Cooperation to support the intensive efforts of the Ugandan government to address the needs of the refugees and host communities in Uganda. The Office of the Prime Minister (OPM) is responsible for the implementation of the programme that it implements through project implementation partners (IPs). The programme allows for a transparent and efficient selection, financing and monitoring process for different kinds of partners to implement projects. An initial pledge of EUR 10 million for the first phase of 3 years programme implementation has so far been made. Two initial projects of WASH and Education (selected in a fast-track process) have been identified to be implemented in Rhino Camp and Bidibidi refugee settlements by international NGOs (Oxfam and Save the children respectively). The projects started at the end of November 2017.


Job Summary:  The Administrative Assistant will provide general support to the Team Leader of the NIRAS-IP team and the OPM Focal Point. The Administrative Assistant will support all Fund related issues.


Key Duties and Responsibilities:  Reporting to the Team Leader, the Administrative Assistant will provide daily assistance to the Team Leader in the fulfilment of roles expected in the implementation of the RRF as provided in the Consultant's TOR (to be provided at later stage of the selection process). Therefore, the Administrative Assistant shall provide daily assistance to the Team Leader and OPM's Focal Point to assist them in the following ways:

·        Support the Team Leader in the daily administration and implementation of the programme as per the Consultancy TOR.

·        Support in the development of fund related documents (as e.g. tender documents, contracts, evaluations, etc.) in line with provisions of the Operational Manual (OM).

·        Support the development of reports and provide input to all sorts of reports. Review the financial reports from IPs and prepare draft consolidated financial reports for OPM and KFW as per OM.

·        Support in the management of the Reimbursable Fund (RF) both at the IP and OPM levels in line with the provisions of the RF manual. Follow up on submission and review of the RF reports from IP. Prepare OPM RF reports and follow up on all supporting documents in a timely manner. Review the IPs RF expenses and advice on submission of invoices for refund. Prepare the relevant reimbursement documents for refunds to IPs.

·        Assist TL in the management of office petty cash and cashbox. Regularly update petty cash log and share with TL on weekly basis. Prepare monthly bank reconciliations and report to TL.

·        Regularly update financial transactions in WINPACCS and advice Project Manager on required uploads to the NIRAS-IP system.

·        Closely cooperate with the two selected implementation partners for the first phase of the RRF (Save the Children and Oxfam) on all fund-related matters. Regularly carry out field and Kampala based visits to monitor the financial and procurement related performance of the partners as well as redress emerging issues in a timely manner.

·        Support the overall communication and coordination in relation to the RRF

·        Assist in the work and procurement planning of the RRF, especially for the implementing partners. Assist in the tracking and update of Consultancy work plan.

·        Financial management and monitoring on all levels: The NIRAS-IP project, the implementation partners, the ‘reimbursable fund' and the overall fund at OPM level.

·        Administer and monitor the disbursements under the fund. Assist in preparation of Withdrawal Application documents for IPs and Auditor including follow up with their signatures in liaison with OPM Focal Person and TL.

·        Support the M&E system as shall be required from time to time. Review IP M&E systems including output and outcome level data.

·        Support in the organisation of events, workshops and study tours

·        Assist in all procurements under the fund and ensure that established procedures are followed in line with provisions of the OM Manual.

·        Assist in audit processes. Closely coordinate with all partners and stakeholders to ensure smooth conduct of RRF audits. Prepare RF documentations ready before audits and advice on needed redress of shortfalls (if any). Support TL and OPM Focal person in attendance to audit queries, clarifications and management comments (if any).

·        Assist the Team Leader to maintain the asset register and keep it updated. Monitor the assets register for the implementing partners.

·        Support in recruitment of NIRAS-IP driver. Supervise driver. Support in organisation of field missions. Assist in facilitation processes for OPM officials in line with provisions of RF manual, thus monthly airtime rations and fuel for focal person as well as logistical arrangements and facilitations for field missions.

·        Support in promotion of RRF visibility.

·        Any other duties assigned by the TL and/or NIRAS PM.


Qualifications, Skills and Experience:

·        The applicant must hold a bachelor's degree in a field relevant for financial administration and/or procurement and/or contract management;

·        A minimum of five (5) years of professional experience, including work experience in finance and accounting procedures or financial administration and procurement;

·        Proven experience in providing administrative support to projects with international financing.

·        Work experience in the West Nile region

·        Ideally work experience within / with international NGOs

·        Ideally experiences in fund / grant management

·        Experiences in managing and preparing for financial project audits


How to Apply:

All candidates should apply online at the link below.


Click Here


NB: Please note that only shortlisted candidates will be contacted.


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