Future Options Administrative Officer - Governance and Civil Society Programme Uganda Jobs
Future Options Administrative Officer - Governance and Civil Society Programme Uganda Jobs
Company Profile The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is owned by the Federal Republic of Germany with operations in many countries around the world, including Uganda.
GIZ implements commissions for the German government and other national and international, public and private sector clients within the framework of the international cooperation between the Federal Republic of Germany and the Government of Uganda.
Promotion of Renewable Energy and Energy Efficiency Programme (PREEEP) The Energy Programme is implemented on behalf of the Government of Uganda, the German Federal Ministry for Economic Cooperation and Development (BMZ), the BMZ’s German Climate Technology Fund (DKTI), the Dutch-German-Norwegian-British-Swiss- Swedish Partnership “Energising Development” (EnDev), the German Federal Ministry for the Environment, Nature Conservation, Construction and Nuclear Safety (BMUB) and the European Union.
A total of five Technical Cooperation projects are implemented under the Energy Programme: PREEEP itself, the Pro-Mini-Grids Project, EnDev Uganda, a Climate Change Project and recently a new project titled Community Clean Energy Uganda was launched PREEEP is implemented by GIZ and the Ministry of Energy and Mineral Development (MEMD) and aims at improving the framework conditions for access to clean energy in rural and peri-urban areas.
Key Responsibilities
The Administrative Officer is responsible for;
Providing administrative services for the CUSP project, especially for the assigned component.
Meeting the administrative needs of the project components with a minimum of supervision.
Ensuring that GIZ financial and administrative regulations and standard procedures are complied with.
Providing administrative and financial accounting support and guidance to project partners for efficient implementation of the CUSP project.
Providing logistical support (workshops, trainings etc.)
Managing the support and administrative staff of the component.
Actively participating in the GIZ Administrative Round-Table.
The Administrative Officer performs the following tasks:
Specific Tasks
Coordination
Ensures that information on project administration and financial matters is exchanged between project staff, partners and other institutions, as necessary.
Accompanies the Head of component or other team members to meetings when necessary.
Independently visits establishments of project partners to provide project guidance on administrative and financial management accounting and matters.
Coordinates Consultant activities together with the Technical advisors/Development advisors.
Administration
Is responsible for organising administrative and logistical aspects of project activities (meetings, workshops, travel arrangements, etc.).
Reviews contract documents in coordination with technical staff and follows up with Country Office.
Ensures that project computers, software and printers, and communication equipment function properly.
Is responsible for filing documents in reference files and in DMS in line with GIZ’s filing rules.
Ensures all hard copy and electronic filing is up to date at all times.
Manages confidential files
Monitoring national staff leave days and updating the leave schedule
Monitoring travel schedules.
Finance and accounting
Assists and monitors budgets
Provides guidance to project partners and the GIZ CUSP team on GIZ administration and financial accounting procedures, processes, rules and standards.
Is responsible for preparing of internal control procedures especially those relating to cash, stock, and payments.
Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers of the assigned project components.
Ensures vouchers and receipts of the project are complete as per GIZ financial requirements.
Pre-checks travel advances / settlements statements of staff for approval by the superior.
Monitors the availability of accessories and stocks and carries out procurement in accordance with GIZ guidelines up to the project internal ceilings.
Reviews and guides the process of Local Subsidies
quarterly calls for advances by project partners
Actively participates in project selection and valuation, audit and compliance reviews together with the Advisor.
Prepares and follows up on local subsidies, finance agreements and consulting contracts (National).
Monitors and follows up on outstanding receivables and liabilities of the project both in the project journal and for transactions done through the office journal and ensures timely costly booking.
Documents and maintains complete and accurate supporting information for all financial transactions.
Manage the cash flow and prepares cash flow forecasts in accordance with GIZ rules and regulations.
Holds administrative briefings for all new staff (local and expatriate).
Responsible for local procurement (negotiates costs, prepares orders, inspects delivery etc) including quotation procedures, according to GIZ guidelines.
Keeps database on suppliers and conducts regular search for alternatives.
Procures all air tickets for all project staff according to the GIZ guidelines
Advises suppliers of defective goods delivered and arranges necessary follow-ups.
Checks invoices, delivery receipts and other papers and signs them/submit for payment.
Files documents with completed transactions according to GIZ guidelines.
Other duties/additional tasks
Be prepared to travel and to undertake further job training related to his/her position and duties, if required.
Special training programs shall be identified and selected jointly with the Hub Coordinator and/or Head of Programme.
Perform other duties and tasks at the request by the Hub Coordinator.
Qualifications
Degree in relevant field, preferably in Accounting & Finance, Business Administration,
Professional experience
Minimum 3 years’ professional experience in a comparable position
Proof track record of working in administration and finance
Experience in working in international cooperation an advantage
Working experience for GIZ and knowledge of GIZ procedures, processes, rules and standards would be an asset.
Other knowledge, additional competences and skills
Interest in working with human rights actors in Uganda
Good working knowledge of IT technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office, especially Excel)
Very good knowledge of the English language
In-depth understanding of financial planning and accounting
Broad experience of management and administration
Willingness to upgrade as required by the tasks to be performed
Good counting and writing skills; experiences in writing meetings minutes
Excellent communication, coordination and self- organisation skills.
How to Apply:
All interested and qualified persons are strongly encouraged to apply by submitting their application and CV 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
By email: hr@futureoptionsug.com;
Tel: +256 414 231204/6.
Applications should be received by 5.00pm on the 23rd May 2019.
This is a national position. Application and CV should be in one document including the relevant attachments.
Only the shortlisted candidates will be contacted.
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.
For more information and job application details, see; Future Options Administrative Officer - Governance and Civil Society Programme Uganda Jobs
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