Junior Administrative Specialist SCIDA II job at GIZ


Junior Administrative Specialist SCIDA II 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 Junior Administrative Specialist will be in charge of project finances and booking of payments into the system, learning about the digitalisation of finances. Further, offer support to the Administrative Specialists in all tasks running the SCIDA III Uganda field office in Moroto.Finances: Managing and supervision of Infiow and Outtion 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. Administrative: Assistant in efficient execution of delegated administrative processes in the project according to the rules and regulations of the GIZ, i.e., logistics, procurement and contracting The Junior Administrative Specialist performs the following tasks:

Specific Tasks
• Finance and accounting:
• Handling petty cash, cash withdrawals, monthly cash counts, keeping the cashbeok, bank accounts reconciliations, preparing and entering vouchers into GIZ accounting system
• Ensuring that vouchers and receipts are complete as per GIZ financial requirenients.
• Checking invoice, delivery receipts and other papers and signature them/submit them for payment. Timely Payments and bookings of invoices, short contracts, and petty payments and financial flow on the bank account. Preparation of budgets for workshops and trainings etc.
• Maintain the liaison with the financial and accounting section of GIZ Country Office Kampala. Checking and calculating travel claims of staff and submit them for approval by the superior. Assisting in the internal/external controls and audits and are willing to learn from the outputs.
• Willing to learn and follow up on the digitalisation of the Finance system, e.g. digital vouchers and online banking, mobile money transfer.
• Administration:
• Assistant in proper filling of accounts related files which involves photo copying of accounts vouchers, updating procurement files, assets, and consultancy after photocopying and taking care of the intake into the project Intranet system DMS.
• Supporting organizing workshops, events, meetings, and activities in close collaboration with staff members of the project (Invitation letters, Reservations, reimbursement of
• transport allowances and per diems).
• Supports facility management of the project oftice repairs and maintenance initiating in accordance with GIZ procedures.
• Procurement:
• Getting quotations for procurements, assist in carry out
• financial evaluation of quotations. . Check invoices, delivery receipts and other papers and
• signs/submit for payments. Offer support in coordinating fueting of the project vehicles and office generator.
• Assist in monitoring the 3vailability of accessories and stocks and carries out procurement in accordance with the GIZ 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,
• Assist in the work on the SCIDA 111 Uganda and former projects inventory lists and integrate them into Onside. Other Duties/Additional Tasks
• Take on secretarial and receptionist roles
• Actively participating in the Administrator Round Table at the Country Office (CO) and ensure the communication, documentation and implementation of any relevant information or process as per the protocol.
• Learning about the digitalisation of the finances.
• Immediately reporting problems concerning his/her area of responsibility
• Assists in and/or carries out other project activities and cther 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
• Bachelor's degree in Finance, Accounting, Business
• Administration, Procurement, or any related field.
• Professional experience
• At least 3 years professional experience in a comparable position.
• Other knowledge, additional competencies.
• Good working knowledge of ICT tools (related software, phone, email, the internet) and computer applications (e.g.. MS Word and Excel, Outlook, Power Point, MS Teams) as well as knowledge of WinPaccs or other accounting software would be of advantage
• Fycellent command of the Engish language, both written and oral.
• Knowledge of the local language would be an asset. . Excellent organizational skills and self-motivated and self-organised. Willingness to upskill as required by the tasks to be performed.
• Willingness to travel within Karamoja Region and cross-border to Kenya.

Application procedure

All interested and qualified persons are strongly encouraged to apply by email to vacancy@futureoptions.org. 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