Vacancy title:
Administration Officer

Jobs at:
GIZ

Deadline of this Job:
not later than 30th November 2017.

Duty Station:
Gulu, Uganda

Job details:
Post: Administration Officer- Gulu
Reports to: Head of component II, GIZ Pru DEV

Responsibilities
The Administration Officer is responsible for

• manages daily office operations and project office facilities
•  Organizes events and meetings
•  liaising with customers in a service-oriented manner on behalf of the office
• performing secretariat services on demand
•  ensures that financial and administrative regulations are complied with.

The Administration Officer performs the following tasks:
Office work and services

• ensures creation and/or regular updating of contacts lists.
• Makes photocopies and scans documents if and when required
•  Receive and make phone calls.
•  Registers, documents and organises incoming and outgoing correspondence (e-mails, packages and personally delivered messages)
•  Supports the projects logistic e.g. cars and drivers for official trips

Administration

• Supports the preparation and, organization of events, meetings and activities in close collaboration with the project staff members
• Complies and organizes information materials, taking into account corporate design regulations of EU and GIZ
•  is responsible for tiling according to GIZ/EU filing system
•  Prepares inventory lists
• Maintains record of service requests
• Updates trainings, consultancy lists and databases as advised by the technical staff
• Regularly Checks logbooks of all project vehicles and calculates fuel consumption
•  Ensures facility management of the project office and initiates in accordance with management repairs, maintenance, etc.

Finance and accounting

•  Prepares financial documents (vouchers, receipts, invoices etc.) to be delivered to the finance manager
• Assists in the preparations for internal control and EU audits
•  is responsible for financial management such as: cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers of the assigned programme component
•  Checks and calculates travels for both local and international official trips

Other duties/additional tasks

• Performs other duties and tasks at the request of management

Required qualifications, competences and experience
Qualifications

• BA in secretarial studies, administration or any related field.

Professional experience

• At least 3 years’ professional experience in a comparable Position

Other knowledge, additional competences

• Very good working knowledge of ITC technologies (related software, phone. tax, email, the internet) and computer applications (e.g. MS Office)
• Very good written and oral knowledge of English. (knowledge of Luo languages is an added advantage)
• Politeness and helpfulness in dealing with visitors
•  Understanding of financial planning & accounting

Job application procedure
All interested and qualified persons are strongly encouraged to apply by submitting their application and CV to the Human Resource department through recruitment-uganda@giz.de  not later than 30th November 2017.

Please note: Only those applications with the subject heading “Admin Officer Gulu“ will be accepted. Application and CV should he in one document.