Administrative Specialist SCÍDA III Uganda job at GIZ


Administrative Specialist SCÍDA III Uganda job Post

Location:  Jobs in Uganda 2021 - 2022

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 10 April 2022

Hiring Organization: GIZ

Job Details:

The Administrative Specialist will be in charge of: Administrative: . Efficient execution of delegated administrative processes in the project according to the rules and regulations of the GIZ, i.e., Logistics, procurement, and contracting. Finances: Managing and supervision of Inflow and outflow of money from the bank Smooth functioning of the financial administration and financial system in general in line with GIZ standard procedures. Effective coordination with colleagues of the administration department.
Ensures that provided services in the section are done according to GIZ financial guidelines. The Administrative Specialist performs the following tasks:

Specific Tasks
• Administrative: Organising administrative and logistical aspects of programme activities (meetings, workshops, travel arrangements, invitation letters, reservations, reimbursement of transport allowances and per diems, etc.) in close cooperation with the Team leader and the SCIDA
• HII Uganda staff.
• Preparing, organizing regular internal meetings with all support staff, and ensure minutes are
• documented and shared.
• Ensuring that computers, software, printers, and communication equipment function properly in Coordination with the Team Leader and the IT of the Country Office. Recording and ensuring that ali project's assets are timely entered in OnSite.
• Proper filing of accounts related files which involves photo copying of accounts vouchers, updating procurement files, assets, and
• consultancy after photocopying.
• Supervise and organise the 3 GIZ day guards in their day shifts, leave and sick leave.
• Supervising all drivers of SCIDA !!! Uganda 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.
• Finance and accounting:
• Support the timely Payments and bookings of invoices, short contracts, and petty payments
• and financial flow on the bank account.
• Checking invoices. delivery receipts, and other papers and signing thern/submitting them for online payments.
• Preparations for budgets for workshops and training etc.
• Maintains liaison with the financial and accounting section of GIZ Country Office . Kampala.
• Checking and calculating travel claims of staff and submitting them for approval by the
• superior.
• Assisting in the internal/external controls ancient audits and are willing to learn from the outputs.
• Willing to learn and follow up on the digitalization of the Finance system, e.g. digital vouchers and online banking, mobile money transfer
• Procurement: . Getting quotations for procurements, carry out financial evaluation of quotations. . Check invoices, delivery receipts, and other papers and signs/submit for payments.
• Coordinate fueling of the project vehicles and office generator.
• Monitoring the availability of accessories and stocks and carries out procurement in accordance with the G.Z guidelines up to the project Internal ceiling.
• Supports the preparation of contract documents for administrative aspects and terms and
• conditions in coordination with technical staff.
• Work on the SCIDA !Uganda and former projects inventory lists and integrate them in Onside.
• Other Duties/Additional Tasks
• Take on secretarial and receptionist roles Actively participating in the Administrator Round Table at the Country Oífice (CO) and ensure the communication, documentation, and implementation or any relevant information or process as per the protoco! Immediately reporting problems concerning his,'her area of responsibility
• Assists in and/or carries out other project activities and other tasks as assigned, e.g. focal point for HIV, gender, security, sustainability, etc., if required - Performs other duties and tasks at the request
• of management.

Required qualifications, competencies, and experience. Qualifications
• Bachelors degree in Business Administration or other related courses.
• A Master's in Business Administration is an added advantage.
• Professional experience At least 4 years professional experience in a
• comparable position .
• Working experience with a governmental organization, non-governmental organizacions, or other international organizations.
• Experience in procurement, low-level accounting, and staff supervision (e.g., support staff) is highly desirable. Other knowledge, addicional competencies.
• Excellent working knowledge of ICT tools (related software, phone, email, the internet) and computer applications e.g.. MS Word and Excel, Outlook, PowerPoint, MS Teams).
• Knowiedge of accounting software e.., WINPACCS) is an advantage.
• Excellent command of the English language, both written and oral.
• Excellent organizational skills, self-motivated and self-organized.
• Able to prioritize and achieve results through collaboration.
• Culturally sensitive and curious about other perspectives
• Strong capacity to handle complex tasks independently.
• Ability to work in a collaborative manner with multiple stakeholders at various levels from
• international to nacional and community levels.
• Willingness to travel within Karamoja Region and cross-border to Kenya.
• Willingness to upskill as required by the tasks to be performed

Application procedure

All interested and qualified persons are strongly encouraged to apply by email to Applications and CVs should be in one document and a maximum of 5 pages only. Please include the 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 Sunday 10th April 2022. Please note: This is a national position. Only the shortlisted candidates will be contacted.

Date Posted: 2022-03-28