Vacancy title:
Administration Assistant

Jobs at:
GIZ

Deadline of this Job:
22nd November 2018

Duty Station:
Jinja, Uganda

Summary
Date Posted: 9th November 2018 , Base Salary: Not Disclosed , Employment Type: Full-Time

JOB DETAILS:
The Responsible Fisheries Business Chain Project (RFBCP) is part 0t the Global Program on Sustainable Fishery and Aquaculture and funded under the special initiative “One World-No Hunger" of the German Federal Ministry tor Economic Cooperation and Development (BMZ). The overall objective of the program is to ensure food security and to reduce poverty by increasing fish supply and income. The political partner oi the project is the Lake Victoria Fisheries Organization (LVFO) and its target groups are vulnerable households and communities, artisanai fishers and small to medium sized enterprises in the fishery sector. The project is largely implemented through grants and service contracts to implementing partners.

RFBCP is now recruiting for Administration Officer and Administrative Assistant with a strong background in Finance and Administration, and a basic knowledge of the fisheries sector.

Post: Administration Assistant Responsible Fisheries Business Chain Project
(RFBCP)
Reports to: RFBC Project Leader
Duty Station: Jinja
Ref. no: GIZ-FAA1118

Key Responsibilities
The Administrative/Financial Assistant is responsible For;

• Managing daily operations and project office facilities.
  
• Ensuring that GIZ financial and administrative regulations and standard procedures are complied with.
  
• Acting as a Stand—ln for the Finance/ Administration Officer.

Specific Tasks
Coordination

• Ensures that information on project administration and financial matters is exchanged between project staff, partners and other institutions, as necessary.
  
• Accompanies the project leader or other team members to meetings when necessary.
  Administration
  
• Support in organizing and preparation of events, meetings and activities in close collaboration with program staff members.
  
• Responsible forfiling according to GIZ filing system.
  
• Responsible for Management of Project Assets / Updating and keeping the inventory lists.
  
• Maintaining supply and service request records.
  
• Updating training, consultancy lists, and databases.
  
• Regularly checking Iogbooks of the project vehicles and calculation of fuel consumption.
  
• Ensuring facility management of the project office and initiating, in accordance with management, repairs and maintenance.
  

Finance and Accounting

• Helps monitor project expenditure in accordance with the budget.
  
• Provides guidance to project partners and the GIZ RFBCP team on GIZ administration and financial accounting procedures, processes, rules and standards.
  
• Checks travel expense statements of staff for approval by the superior.
  
• Preparing financial documents (vouchers, receipts, invoices etc.) for submission to GIZ Kampala.
  
• Assisting in preparation for internal / external controls and audits.
  
• Initials cash withdrawals, carries out spot checks of the cash and bank book.
  
• Participate in checking of partner requests for funds before release.
  
• Reports all problems with financial administration and compliance without delay.
  

Other Duties/additional Tasks
Performs other duties and tasks at the request by the RFBC Project Leader.
Required Qualifications, Competencies And Experience

Qualifications

• University degree in Business Administration, Commerce or related course from a recognised University or Higher Institution of Learning.
  
• Financial accounting qualification such as ACCA, CPA Uganda are desirable
  

Professional Experience

• At least 2 years professional experience in a comparable position.

Other Knowledge, Additional Competences

• Experience in administration and financial matters
  
• Good working knowledge of lCT (related software, phone, email, the internet) and computer applications (e.g. MS Office)
  
• Very good knowledge of written and spoken English
  
• Good time management and a ‘strong sense of professionalism
  
• Willingness to upskill as required by the tasks to be performed —corresponding measures are agreed with management
  
• High degree of self-motivation and team spirit.