The German Ministry for Economic Cooperation and Development has commissioned the Gesellschaft fr Internationale Zusammenarbeit (GIZ) with the Programme “Strengthening Governance and Civil Society in Uganda”. The main objective of the programme is that selected state and civil society actors in Uganda are in better position to work towards the compliance with human rights and governance principles (transparency, accountability, efficient and effective management and political participation) in their respective areas of responsibility. Structurally, the programme focuses on 3 main components: 1) Strengthening Accountability Component 2) Strengthening Human Rights and 3) Strengthening Civil Society.
The main objective of the component is to strengthen and improve the capacity of civil society in Uganda, highlighting the Government of Uganda – CSO engagement in support of Uganda’s development goals

GIZ is recruiting an Administration Officer to support the implementation of its programme.
Job Title: Administration Officer Strengthening Governance and Civil Society Programme (GCSP)
Reports to: Head of Administration
Job Location: Kampala
Contract Duration: Until 18th December 2021
Ref No: GIZ-CUSP/AO/082144

We encourage women, people with disabilities and minority groups to apply for this position. GIZ is committed to equal opportunities and diversity of perspective at the working place.

Key Responsibilities
The Administration Officer will be in charge of:
• Providing administrative services for the component.
• Meeting the administrative needs of the office independently, with minimum supervision.
• Ensuring that EU and GIZ financial and administrative regulations are complied with.
• Providing logistical support to project activities (workshops, trainings).
• Managing daily operations and project office facilities related to the office.
• Communicating with customers in a service oriented manner on behalf of the office.

The Administration Officer performs the following tasks:
Specific Tasks
Administration
• Organising and preparation of events, meetings and activities related to the office in close collaboration with staff members of the component.
• Filing according to GIZ/EU filing system.
• Monitors the availability of accessories and stocks.
• Monthly calculating of fuel consumption for Project vehicles.
• Responsible for organising administrative and logistical aspects of project activities (fieldwork, meetings, workshops, transport etc.)
• Supports the Technical Advisors in filing documents in reference files and in DMS in line with GIZ’s filing rules.
• Photocopies and scans documents as assigned by Head of Component.
• Records and ensuring that all assets for the component are timely inventoried.
• Cross checks telephone bills and ensures private bills are declared.
Procurement
• Maintains, carries out, and is responsible for local procurement (negotiates costs, prepares orders, inspects delivery etc.), including quotation procedures, according to GIZ guidelines
• Supports the Technical Advisors to monitor contracts.
• Keeps database on suppliers and conducts regular search for alternatives.
• Receives and checks delivered materials.
Finance and Accounting
• Preparing financial documents (vouchers, receipts, invoices etc.) to be delivered to country office.
• Prepare for internal/ external controls and audits.
• Responsible for financial management such as: cash withdrawals, keeping the cash book, bank accounts, bank reconciliation, cash count and 7 posting vouchers.
• Checking and calculating travel claims for both I local and international official trips.
• Checks invoice, delivery receipts and other papers and sign them/submit them for payment.
Other Duties/Additional Tasks
• Undertakes further job training related to his/her position and duties, if required. Special training programs shall be identified and selected jointly with the Team leader.
• Performs other duties and tasks at the request of management.

Required Qualifications, Competences and Experience.
Qualifications
• Bachelor’s degree in Business Administration and related field.
Professional experience
• At least 5 years’ professional experience in a comparable position.

Other knowledge/skills
• Very good working knowledge of ICT technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office).
• Very good written and oral knowledge of English language.
• Politeness and helpfulness in dealing with visitors
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

Method of Application

All interested and qualified persons are strongly encouraged to apply by email to [email protected]. Applications and CVS should be in one document and a maximum of 5 pages only. Please include name and contact of three references in the CVS. Please quote the position and reference number in the subject line, Applications should be received by 6.00pm on the 4th July 2021. Please note: This is a national position. Only the shortlisted candidates will be contacted.
Disclaimer GIZ DOES NOT charge any kind of FEE(s) at whichever stage of the recruitment process. This recruitment is ONLY through Future Options Consulting Ltd.