GIZ Uganda Head of Administration Jobs

Responsibilities


  • Efficient execution of all administrative processes in the programme “Strengthening Governance and Civil Society in Uganda” according to the rules and regulations of the GIZ and in line with eligibility requirements of the EU in close cooperation with the finance manager and the Head of Programme
  • Coordination with the GIZ country office and the finance manager on the mode of service delivery
  • Ensuring that all administrators of the components or Hubs (SEA, HR, CUSP, Gulu, Mbale) in the programme are well equipped trained and informed to fulfil their tasks also in light of
    fulfilling EU rules and regulations.
  • Implementation and dissemination of new policies, rules and regulations that emanate from OuR, Country Office or the HoP.
  • Filing of administrative documents in reference files and DMS in line with GIZ’s filing rules.
  • Providing administrative and financial accounting support and guidance to project partners for efficient implementation of the
    CUSP project.
  • Actively participating in the GIZ Administrative Round-Table.

    Tasks

    Leadership

    The Head of Administration:

  • Supervises administrators and other personnel as assigned.
  • Takes the lead in the implementation of OuR within the programme and advises the Heads of components and their Administrators on respective rules and regulations.
  • Ensures that the Administrators understand the assigned tasks and provides content guidance and leadership where necessary
  • Ensures that the output from Administrators is according to GIZ
  • Standards and supports Head of components/Hub Coordinators in supervising their administrators.
  • Conducts annual staff talks for the staff
  • Ensures that information (e.g. from Country Office) is passed on to Head of components and administrators
  • Regularly visits the Hubs in Gulu, Mbale, and others.

    Co-ordination

    The Head of Administration:

  • Ensures that information on project administration and financial
    matters is exchanged between project staff, partners and other institutions, as necessary.
  • Independently visits establishments of project partners to provide project guidance on administrative and financial management accounting and matters.

    Finance and Accounting

    The Head of Administration:

  • Is responsible for preparing internal control procedures especially those relating to cash, stock, and payments and applies them in
    components and hubs.
  • Reviews and guides the process of Local Subsidies quarterly calls for advances by project partners
  • Actively participates in project selection
    and valuation, audit and compliance reviews together with the respective Advisor and the
    Finance Manager.
  • Oversees preparation of local subsidies, finance agreements and consulting contracts (National).
  • Monitors and follows up on outstanding receivables and liabilities of the project
    Holds administrative briefings for all new staff (local and expatriate).

    Procurement

    The Head of Administration is:

  • Responsible for local procurement (negotiates costs, prepares orders, inspects delivery etc) including quotation procedures,
    according to GIZ guidelines.

    Other duties/additional tasks

    The Head of Administrative Officer shall:

  • Be prepared to travel and to undertake further job training related to his/her position Perform other duties and tasks at the
    request of the Head of Programme.

    Required qualifications, competences and experience

  • Masters in Accounting and/ or Business Administration
  • Minimum 5 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 competences:
    Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g.
    MS Office)
  • Very good written and oral English language skills
  • Experience with EU co-funded projects preferable
  • In-depth understanding of financial planning and accounting
  • Broad experience of management and administration
  • Good writing skills; Excellent communication and coordination
    skills

    How to apply

    All interested and qualified persons are strongly encouraged to apply by submitting their application and CV to: the Human
    Resource Department through [email protected] not
    later than 23rd May 2018.

    Please note: This is a national position.
    Only those applications with the subject heading “Head of Administration” will be accepted. Application and CV should be in
    one document. No other attachments are required at this stage

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