Job Title: Administrative Officer (3 Job Opportunities)
Project Name: Energising Development (EnDev)
Duty Station: Kampala, Uganda
Reports to: Programme Manager
About US:
GIZ provides customised solutions to complex challenges. We are an experienced service provider and assist the German Government in achieving its objectives in the field of international cooperation. We offer demand-driven, tailor-made and effective services for sustainable development.
About GIZ EnDev:
Energising Development (EnDev) is a global multi-donor partnership implemented by Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) that facilitates access to modern energy services in 24 countries worldwide. In Uganda, EnDev, under the Promotion of Renewable Energy and Energy Efficiency Programme (PREEEP) cooperates closely with the Ministry of Energy and Mineral Development (MEMD). EnDev Uganda facilitates access to modern energy services through market development with the private sector for improved cook stoves (ICS) and solar PV products. In its ICS programme component, EnDev Uganda supports Ugandan ICS companies to increase their production capacity, improve their product and service quality as well as competitiveness and marketability.
Key Duties and Responsibilities:
Administration:
- Responsible for organising administrative and logistical aspects of project activities (fieldwork, meetings, workshops, transport etc.)
- Coordinates with the GIZ office on the mode of service delivery
- Keenly monitors the availability of accessories and stocks
- Responsible for filing documents in reference files or in a data management system
- Possibly manages confidential files, specifically in the areas of personnel and finance
- Prepares and follows up on local subsidies, finance agreements and consulting contracts
Coordination:
- Manages daily office operations
- Provides support in the preparations of events, meetings and conferences
- Ensures that information is exchanged between project staff, partners and other institutions
- Assists with coordination of consultant activities
Procurement:
- Maintains, carries out, and is responsible for local procurement (negotiates costs, prepares orders, inspects delivery etc.), including quotation procedures according to GIZ regulations
- Maintains a database of suppliers and conducts regular research for alternatives
- Receives and checks delivered materials
Finance and Accounting:
- The jobholder assures the preparation of project budget planning and monitoring of expenses
- Regularly monitors and follows up on outstanding receivables and liabilities
- Manages and monitors the monthly accounting and financial plans
- Responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
- Keenly reviews travel claims submitted by staff for final approval
- Conducts spot checks on the cash and bank book
- Checks requests for funds before release and assists with auditing of project accounting
- Checks invoices, delivery receipts and other papers and signs them/submits them for payment
Other Duties/additional tasks: Performs other duties and tasks as requested by the management
Qualifications, Skills and Experience:
- The ideal candidates for the GIZ Administrative Officer jobs should hold a University degree in a relevant specialisation with a qualification in business administration (equivalent of BA or MBA)
- A minimum of three years of professional experience in a. comparable position
- Broad organizational and administrative experience
- Previous exposure and experience in event and conference organisation is an added advantage
- Experience in customer care or customer sen/ice is an added advantage
- Working knowledge of a common accounting software is an added advantage
- Good working knowledge of ICT (related software, phone, fax, email, internet) and computer applications (e.g. MS Office)
- Excellent English language skills
- local language skills are an asset
- Broad knowledge and understanding of financial planning and accounting
- Broad experience in management and administration
- Willingness to improve skills in line with the tasks to be performed - corresponding measures are agreed upon with the management
- Capacity to work under pressure on several, parallel assignments is essentia!
- Experience with GIZ rules and regulations is an asset
How to Apply:
All suitably qualified and interested persons should send their applicationseither by post, courier or E-mail 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
APPLY ONLINE THROUGH
E-mail to: hr@futureoptionsug.com
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