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Job Title ⇒ Administrative Assistant
]https//www.theugandanjobline.com/
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 ]https//cv.niras.com/job%20details/6873
NB Please note that only shortlisted candidates will be contacted.
Apply Today Through
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Jobs in Kampala Uganda Niras International Consulting Uganda Limited Jobs in Kampala Administrative Assistant Jobs Jobs in Kampala at Niras International Consulting Uganda Limited Administrative Assistant Jobs Employment opportunities Niras International Consulting Uganda Limited
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