Administration Officer at GIZ

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.
PREEEP supports the Ugandan Ministry of Energy and Mineral Development in;
• Formulation of energy policy, improvement of market structures for Renewable Energy and Energy Efficiency technologies, and energy efficiency promotion among medium and large-scale consumers of energy, decentralize energy at district level.
• Promotion of access to energy, especially for rural areas.
• Support to East Africa’s Governments and the private sector to mitigate Climate Change through carbon market promotion.
In all its activities, PREEEP commits itself to HIV/AIDS & gender mainstreaming as well as monitoring and evaluation.
GIZ looking for an Administration Officer to support in the implementation of its programme
Job Title: Administration Officer- Promotion of Renewable Energy and Energy Efficiency Programme(PREEEP) Uganda
Reports to: Finance Manager PREEEP
Job Location: Kampala with regular travels to Gulu
Ref No: GIZ-PREEP/AO/112060 .

Key Responsibilities
The Administration Officer is responsible for:
• Providing administrative, accounting and logistical support for the project.
• Ensuring compliance with GIZ financial and administrative regulations.

Specific Tasks
Administration and coordination
• Administrative, accounting and logistical support for project activities.
• Files documents in reference files and in a data management system
• Ensures a continuous information flow between administration staff, the line manager and the GIZ country office.
• Ensures that she/he is on top of new GIZ administrative rules and regulations, particularly those in the PuR framework.
• Ensures that she/he is highly familiar with GIZ contract formats.
• Ensures that the internal controls are in place and fully utilized in the administrator’s sphere of work.
• Voucher scanning, photocopying and filling.
Finance and accounting
• Carries out accounting tasks using WINPACCS accounting software and prepares monthly end of period accounts and bank reconciliation vouchers.
• Responsible for cash management including conducting withdrawals, keeping a cashbook, handling and safekeeping of cash, conducting cash counts etc.
• Responsible for the management of project bank accounts including reconciliation, bank transfers, online banking, filing bank statements etc.
• 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.
• Responsible for making all payments on a project level including cash, bank and mobile money payment processes.
• Checks travel expense statements of staff for payment.
• Carries out spot checks of the cash and bank book and regularly checks error sheets provided by the GIZ country office.
• Checks requests for funds before release.
• Audits project accounting.
Other Duties/Additional Tasks
• Stands in for other administration staff wherever necessary and ensures to keep up with the high standards of his/her colleagues.
• Aides the project in pushing forward innovative digitalisation measures.
• is ready to travel to Gulu and within Uganda on a regular basis, also for extended field trips.
• Undertakes further job training related to her/his position and duties, if required.
• Carries out other tasks at the request of the superior.

Qualifications
• University degree in business administration or related field

Professional experience
• At least 5 years professional experience in a comparable position dealing with beneficiary and partner accountability.
• Experience in the use of common accounting software solutions.
• Sound knowledge of standard office computer applications (e.g. MS Office).
• Excellent proficiency in IT tools such as MS Excel, MS Teams, various accounting software and cloud-based solutions

Additional competences.
• Excellent English language skills.
• Strong communication skills.
• Professional, polite and assertive conduct.
• Capacity to work on several assignments at the same time,
• Ability to plan ahead and observe deadlines.
• Strong ability to work within a team and follow a common goal.

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