Future Options Administration Officer Uganda Jobs

Future Options Administration Officer Uganda Jobs

Company Profile

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is owned by the Federal Republic of Germany with operations in many countries around the world, including Uganda.

GIZ implements commissions for the German government and other national and international, public and private sector clients within the framework of the international cooperation between the Federal Republic of Germany and the Government of Uganda.

Promotion of Renewable Energy and Energy Efficiency Programme (PREEEP) The Energy Programme is implemented on behalf of the Government of Uganda, the German Federal Ministry for Economic Cooperation and Development (BMZ), the BMZ’s German Climate Technology Fund (DKTI), the Dutch-German-Norwegian-British-Swiss- Swedish Partnership “Energising Development” (EnDev), the German Federal Ministry for the Environment, Nature Conservation, Construction and Nuclear Safety (BMUB) and the European Union.

A total of five Technical Cooperation projects are implemented under the Energy Programme: PREEEP itself, the Pro-Mini-Grids Project, EnDev Uganda, a Climate Change Project and recently a new project titled Community Clean Energy Uganda was launched PREEEP is implemented by GIZ and the Ministry of Energy and Mineral Development (MEMD) and aims at improving the framework conditions for access to clean energy in rural and peri-urban areas.

Key Responsibilities

The Administrative Officer is responsible for;

  • Providing administrative services for the program (e.g. keeping of records and time sheets, Leave Management, etc.)
  • Meeting the administrative needs of the office independently, able to work with minimum supervision
  • Managing the support and administrative staff at the programme office
  • Ensuring that financial and administrative regulations are complied with.

    The Administrative Officer performs the following tasks:

    Specific Tasks

  • Ensures that information is exchanged between project/programme staff, partners and other institutions
  • Accompanies the project/programme manager or other team members to meetings if necessary
  • Prepares and organises external meetings.
    Is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
  • Coordinates with the GIZ office on the mode of service delivery
  • Ensures that computers and software function properly
  • Monitors the availability of accessories and stocks and carries out asset management in accordance with guidelines
  • Is responsible for filing documents in reference files in line with GIZ’s filing rules
  • Manages confidential files, specifically in the areas of finance
  • Liaise between Bank and Programme issues and mode of service delivery.

    Finance and accounting

  • Helps prepare programme budget planning
  • Assists in monitoring fund expenditure in accordance with the budget (cost type and cost category)
  • Manages and monitors the monthly accounting and financial plans. submits the end of month accounts from the project accounting, cash books and account balance vouchers (through or from WINPACCS) to the officer responsible for the contract and cooperation and forwards them to GIZ head office
  • Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
    out accounting tasks using WINPACCS accounting software and prepares monthly end of period accounts and bank reconciliation vouchers
  • Monitors and follows up on outstanding receivables and liabilities of the project both in the project journal and for transactions done through the office journal and ensures timely cost booking.
  • Checks error sheets
  • Among other payment s/he manages Mobile Money payment Processes
  • Checks travel expense statements of staff for payment
  • Initials cash withdrawals for various projects (BMZ, DKTI, BMU)
  • Carries out spot checks of the cash and bank book
  • Checks requests for funds before release
    Audits project accounting
  • Manages and monitors the assets procured during the programmes runtime using the asset management tool onsite asset “carries out an asset stocktaking on a yearly basis for all assets procured.

    Other duties/additional tasks
  • Performs other duties and tasks at the request of management

  • University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA).

    Professional experience
  • At least 3 years’ professional experience in a comparable position
    working experience for GIZ and knowledge of GIZ procedures, processes, rules and standards would be an asset
  • working experience with EU funded projects and accounting procedures.

    Other knowledge, additional competencies
  • Good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Excellent communication and interpersonal skills
  • Excellent spoken and written English language
  • In-depth understanding of financial planning and accounting
  • Broad experience of management and administration
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

    How to Apply:
  • All interested and qualified persons are strongly encouraged to apply by submitting their application and CV along with the contacts of three professional referees to
    The Director, Future Options Consulting Ltd, 4th Floor, DTB Centre, Kampala Road,
    P.O. Box 34934,
    Kampala, Uganda

  • By email: hr@futureoptionsug.com;
  • Tel: +256 414 231204/6.
  • Applications should be received by 5.00pm on the 23rd May 2019.
  • This is a national position. Application and CV should be in one document including the relevant attachments.
  • Only the shortlisted candidates will be contacted.
  • We encourage women, people with disabilities and minority groups to apply for this position.
  • GIZ is committed to equal opportunities and diversity of perspective at the working place.
  • For more information and job application details, see; Future Options Administration Officer Uganda Jobs

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