GIZ Administration Officer – BACKUP Health Jobs in Uganda
GIZ Administration Officer – BACKUP Health Jobs in Uganda
Organization details BACKUP health is mandated for the period April 2020 to March 2023 to support governmental and civil society partners to leverage funding from global (health) financing mechanisms for the strengthening of their health systems. To achieve this goal, the project will collaborate with partners in nine focus countries (Cameroon, the Democratic Republic of the Congo, Kyrgyzstan, Malawi, Mozambique, Nigeria, Tanzania, Uganda, Zimbabwe) primarily on three main areas: Strengthening national coordination of global health financing. Strengthening national health systems. Improving the management of health services at the decentralized level particularly with regard to the integration of globally financed programmes. Participation by civil society, key and vulnerable populations, human rights and gender equality are critical factors for programme success and serve as cross-cutting topics for the project. BACKUP’s work is made possible by core finance and administration processes and procedures that are managed in compliance with GIZ’s rules and regulations. Some of the key tasks will involve contract management, procurement, financial monitoring, accounting and office management.
Knowledge, Skills & Competences
Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
Excellent spoken and written English.
In-depth understanding of accounting.
Broad experience of administration.
Willingness to upskill when need arises.
Responsibilities
Key Responsibilities
The Administration Officer is responsible for:
Providing administrative and financial services to the project.
Effectively coordinating programme services with the BACKUP project staff in-country and headquarter.
Organizing the project’s office management and project-related events.
Financial planning, monitoring and accounting.
Ensuring that financial and administrative regulations are complied with.
In this context, the Administration Officer performs the following tasks in close collaboration with the BACKUP team (in country and headquarter) as well as other teams of relevant programmes in the country:
Specific Tasks
Administration
Organizing administrative and logistical aspects of project activities (meetings, workshops etc.) in collaboration with other GIZ projects if applicable to look for synergies and economies of scale.
Processes all relevant contract formats (e.g. local consulting contracts, subsidies, financial agreements) and supports the partners during the application and accounting process (e.g. GIZ terms and conditions).
Ensures that information about administrative procedures is exchanged between BACKUP project staff (in-country and headquarter), other GIZ projects if applicable and partners.
Monitors the availability of office supplies and equipment and carries out procurement in accordance with guidelines.
Supports the project office manager in maintaining the project inventory system (OnSite
Assets).
Filing documents in reference files or in DMS in line with GIZ’s filing rules.
Procurement
Procures office supplies, equipment and service locally, issues invitations to tender and processes orders up to 2,500 EUR in accordance with GIZ regulations.
Prepares service contracts (hotel, catering, etc.) for conference services, issues invitations to tender and processes orders up to 20,000 EUR in accordance with GIZ regulations.
Checks goods and service invoices, receipts and other (delivery) papers and payment instruction
Finance and accounting
Helps prepare project budget planning.
Checks the project’s monthly requests for funds before release.
Monitors the monthly accounting and financial plans and informs the BACKUP controller accordingly.
Is responsible for financial management, such as cash withdrawals, ensuring correct management of petty cash, bank accounts, preparing and entering vouchers.
Supports recipients of BACKUP funds, checks financial reports for completeness and correctness according to GIZ standards and accompanies audits (if necessary).
Checks travel expense statements of BACKUP staff for approval by the supervisor.
Reporting and communication with other GIZ projects
Coordinate planning, execution and monitoring of all national, regional and district activities jointly with the other project’s administration teams if applicable to ensure a coherent and seamless support in the health sector from GIZ.
Conduct regular meetings with other programs´ project managers if applicable to update on progress, report on results and seek guidance on key challenges.
Other Duties/Additional Tasks
Carries out other tasks at the request of the superior.
Reports without any delays to the supervisor and BACKUP on all problems in administration and compliance with the rules.
Regularly updates personal competency on GIZ process and regulation framework.
Qualifications
University degree in economics, finance or similar area and qualification in business administration (equivalent of BA or MBA) is desirable
Details of experience
At least 3 years’ professional experience in a comparable position, preferably within GIZ.
Working experience in the regional programmes/projects is preferable.
How to Apply
For more information and job application details, see; GIZ Administration Officer – BACKUP Health Jobs in Uganda
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