Administration Specialist RELAPU job at Future options Consulting

  • Full Time
  • Anywhere

Future options Consulting

Future options Consulting

Job Description

Job Category:
Job Location:
Education Level:
Bachelor Degree

Job Details

Ref No: GIZ – RELAPU/AS/1222078

Knowledge, Skills & Competences

• Demonstrable capacity for self-organization and the ability to take the initiative with minimal supervision.

• Good working knowledge of ITC technologies (related software, phone, fax, email, Internet) and standard computer programmes (MS Office, Excel, PowerPoint).

• In-depth understanding of financial planning and accounting.

• Willingness to upskill as required by the tasks to be performed with corresponding measures to be agreed with management.

• High degree of self-motivation and team spirit.

• Straight-forward communication and proficiency in English language.


Key Responsibilities

The Administration Officer will be in charge of:

• Providing administrative services for the GIZ project “Responsible Land Policy in Uganda (RELAPU)”.

• Meeting the administrative needs of the project’s components in an equally balanced manner.

• Deputizing the Head of Finance and Administration.

• Ensuring that financial and administrative GIZ rules and regulations and standard procedures are complied with.

The Administration Officer performs the following tasks:

Specific Tasks


• Conducts local procurements up to the project’s level delegated threshold including quotations according to GIZ rules and regulations.

• Keeps a database on GIZ Uganda framework agreement suppliers and conducts regular search for alternatives.

• Supports in receiving and checking of delivered materials.

• Compiles information on products, services and prices on small goods vendors, catering companies, car rental companies for entry in supplier’s database.

• Supports the preparation of contract documents for administrative aspects and terms and conditions in coordination with technical staff.

• Performs a quality and compliance check of the contract documents before submitting them to the Country Office.

• Follows-up of the timely contract preparation with Country Office and the timely reply to any questions.


• Prepares contract documents in coordination with technical staff at the project level and follows up with Country Office for the contracts above the project’s delegation threshold.

• Files documents in reference files and in DMS in line with GIZ filing rules.

• Supports in organising administrative and logistical aspects of project activities (meetings, workshops, etc.).

• Supports technical staff in timely monitoring of completion of contracts.

• Supports in the coordination with the GIZ office on the mode of service delivery.

• Supports in ensuring that project computers and software function properly.

• Conducts inventory counts.

• Supports in vehicle fleet management i.e., monitoring of logbooks, vehicle maintenance and repairs etc.

Finance and accounting.

• Prepares the project’s Commercial and Legal Eligibility Checks (KEP) in coordination with the junior administrative specialists and Finance Managers of the RELAPU regional offices.

• Supports in the management of the Citi Bank account as a third-party agent.

• Supports in the management of the petty cash, cash withdrawals, keeping the cashbook, bank accounts reconciliations, preparing and entering vouchers of the assigned programme components.

• Supports in checking of local subsidy and consultancy accountabilities as will be directed by the Head of Administration.

• Supports in project level invoice checking, stamping and ensuring attachment of the appropriate support documents.

• Supports in checking of project export reports as will be directed by the head of administration.

• Supports in following up of unsettled items in the form of third-party receivables, liabilities and bank reconciliation statement issues recorded in the monthly end of period accounts for both office and project journals.

Other Duties/Additional Tasks

• Performs other duties and tasks at the request of management.


• Bachelor’s degree in Business Administration or a related field

• Details of experience

• At least 3 years professional experience in a comparable position.

• Working experience for GIZ and knowledge of GIZ rules and regulations as well as standard procedures are an asset

• Experience in the administration of multiple processes simultaneously.

Application Process

All interested and qualified persons are encouraged to apply to the Head of Human Resources by email to Applications and CVs should be in one document and a maximum of 5 pages only and sent electronically, quoting the reference. Please include name and contact of three references in the CVs, one official reference from your current workplace is a MUST. Please quote the position and reference number in the subject line. Applications should be received by 5.00 pm on 26th December 2022. Please note: This is a national position. Only the shortlisted candidates will be contacted.

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