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Administration Officer Job at GIZ - Career Opportunity in Uganda

  11/17/2017    Ahli Tafsir Mimpi

Vacancy title:
Administration Officer

Jobs at:
GIZ

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

Duty Station:
Gulu, Uganda

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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.

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