Administration officer – GIZ Uganda

• Good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g., MS Office).
• Knowledge of accounting software (e.g., WINPACCS) is an advantage.
• Fluency of written and spoken English, knowledge of German would be an asset.
• Strong organisational and analytical skills and ability to work well under pressure and with minimal supervision.
• Willingness to upskill as required by the tasks to be performed.
• Willingness to take up a higher position within the next year to lead up to four support staff.
• High degree of self-motivation and team spirit in a multi – cultural and interdisciplinary team.

The Administration Officer is responsible for:

Key Responsibilities

• Setting up and overseeing all administrative services within the WatSSUP Kampala office and also supports the GIZ staff in the WatSSUP Lira and Arua office.
• Providing administrative services for the programme.
• Ensuring that financial and administrative regulations and standard procedures are complied with. Meeting the administrative needs of the programme independently, with a minimum of intervention.
• Liaising with the different programme teams and GFA in Kampala, Lira and Arua and liaising with the Country Office on administrative issues in a service-oriented manner as needed.
• Ensures that administrative information is exchanged between programme staff, partners and other institutions.
• Seeks advice from the Finance Manager and ensures regular meetings are held between Administrator and Finance Manager.
• Ensuring that his/her tasks are carried out efficiently and with the required confidentiality within the assigned area of responsibility.
• Organising all office activities as required.

Specific Tasks

Administration and Office Management

• Organising administrative and logistical aspects of programme activities (meetings, workshops, travel arrangements etc.) in close cooperation with the Office Manager.
• Preparing, organising regular internal meetings with all drivers and ensure minutes are documented and shared.
• Ensuring that computers, software, printers and communication equipment function properly in Coordination with the Office Manager and the IT of the Country Office.
• Regular filing documents on MS Teams and DMS in line with GIZ’s filing rules.
• Supervising all drivers for WatSSUP and SUN-CRRF and ensure logbooks are properly filled and travel requests are accounted for in line with GIZ guidelines.
• Ensuring that all main contracts for the office (tenancy, internet etc) are up to date.
• Managing office utilities in cooperation with the Office Manager i.e., water, electricity etc.
• Supporting all staff on administrative related issues.
• Monthly calculating of generator fuel consumption and quarterly submission of reports to the Head of Programme.
• Manages confidential files, specifically in the areas of personnel and finance.

Procurement

• In line with the PoA, is responsible for local procurement in close cooperation with the Senior Procurement Officer of the programme.
• Keeping a database on suppliers and conducting regular search for alternatives.
• Receiving and checking delivered materials or delegating such tasks to the Office Manager.
• Supports the preparation of contract documents for administrative aspects and terms and conditions in coordination with technical staff/Head of Programme.
• Perform a quality and compliance check of the contract documents before they are issued or forwarded to the Country Office.

Finance and Accounting

• Handling petty cash, cash withdrawals, monthly cash counts, keeping the cashbook, bank accounts reconciliations, preparing and entering vouchers into GIZ accounting system.
• Ensuring that vouchers and receipts are complete as per GIZ financial requirements.
• Assisting in the internal/ external controls and audits.
• Preparation of budgets for workshops, trainings etc.
• Checking and calculating travel claims of staff and submit them for approval by the superior.
• Checking invoice, delivery receipts and other papers and sign them/submit them for payment.
• Ensure that standard booking texts with clear descriptions are used and aligned with the Country Office.
• Prepares monthly forecast and checks requests for funds before release.
• Ensures the payments of invoices in timely manner.
• Ensures the deduction and payment of relevant taxes where applicable.
• Helps monitor expenses in accordance with the budget.

Stores/Inventory / Asset Management

• Maintaining a system of complete and correct stock recording of office equipment value assets using onSITE Asset software and tagging of inventoried assets as required by PuR.
• Compiling and updating at least monthly all supporting documentation and invoices in systematically organised files for all onSITE Asset entries.
• Maintaining updated stock cards in cooperation with the Office Manager for all consumable items in store.
• Physical verification of inventory items at least once per year for consistency with the information in onSITE Asset, file written signed reports and update the inventory if required.
• Proper disposal of obsolete or broken equipment as per PuR.
• Maintaining sound stores and inventory management systems for proper usage and tracking of records of usable resources.

Other Duties/ Additional Tasks

• Actively participating in the Administrator Round Table at the Country Office (CO) and ensure the communication, documentation and implementation of any relevant information or process as per the protocol.
• Immediately reporting problems concerning his/her area of responsibility
• Travel to the field office (s) if required.
• Deputize the Office Manager when needed.
• Performs other duties and tasks at the request of management

All interested and qualified persons are strongly encouraged to apply by email to careers@futureoptions.org

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 5.00pm on the 26th September 2021. Please note: This is a national position. Only the shortlisted candidates will be contacted.