Administration Specialist RELAPU job at Future options Consulting

Job Description

Job Category:
administrative-jobs-in-uganda-2
Job Location:
Kampala
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.

Responsibilities

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

Procurement

• 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.

Administration

• 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.

Qualifications

• 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 vacancy@futureoptions.org 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.