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The Administrative Specialist will be responsible for:

• Providing administrative services for the programme, specifically their duty station, in close collaboration with the Head of Administration and the Finance Manager.

• Ensuring that financial and administrative regulations and standard procedures are complied with.

• Meeting the administrative needs of the programme independently, with a minimum of intervention/ supervision.

• Ensuring that administrative information is exchanged between technical programme staff, programme partners and other institutions.

• Seeking and following technical instructions by the Head of Administration and the Finance Manager.

• Ensuring that his/ her tasks are carried out efficiently and with the required confidentiality within the assigned area of responsibility.

Specific Tasks

The Administrative Specialist performs the following tasks:

Administration and Office Management

• Preparing, organising internal meetings and drafting minutes, where applicable.

• Organising administrative and logistical aspects of programme activities (meetings, workshops, travel arrangements etc.).

• Filing documents in reference files or in DMS in line with GIZ’s filing rules and support in reporting.

• Supervising support staff.

• Managing office utilities i.e. water, electricity etc.

• Supporting all staff on administrative related issues.

• Monthly calculating of generator fuel consumption.

Procurement

• Is responsible for local procurement up to the thresholds according to the actual delegation, including quotations according to GIZ guidelines.

• Keeping a database on suppliers and conducting regular search for alternatives.

• Receiving and checking delivered materials.

• Monitoring the availability of accessories and stocks and carrying out procurement in accordance with the GIZ guidelines.

• Compiling information on products, services and prices on small goods vendors, catering companies, car rental companies for entry in a suppliers’ database.

• Supporting the preparation of contract documents for administrative aspects and terms and conditions in coordination with technical programme staff.

• Perform a quality and compliance check of the contract documents before submitting them to the Country Office.

• Follow-up of the timely contract preparation with the Country Office and the timely reply to any questions.

• Monitoring of all contracts concluded by the project/hub

Finance and Accounting

• Handling petty cash, cash withdrawals, monthly cash counts, keeping the cashbook, bank accounts reconciliations, preparing and entering vouchers into GIZ accounting system.

• Ensuring that financial and administrative information are entered correctly and timely into OnSITE Operations.

• Supporting the monitoring of expenses in accordance with the budget.

• Ensuring that vouchers and receipts are complete as per GIZ financial requirements.

• Assisting in internal/ external controls and audits.

• Preparation of budgets for workshops, training etc.in coordination technical programme staff and programme partners.

• Checking and calculating travel claims of staff and submit them for approval by the superior.

• Checking invoices, delivery receipts and other papers and sign them/submit them for payment.

• Ensuring that standard booking texts with clear descriptions are used and aligned with other programme hubs and the Country Office.

• Preparing monthly forecast and checks requests for funds before release.

• Ensuring the payments of invoices in a timely manner.

• Ensuring the deduction and payment of relevant taxes where applicable.

Stores/Inventory / Asset Management

• Maintaining a system of complete and correct stock recording of office equipment value assets using OnSITE Asset software and tagging of inventoried assets as required by processes and rules.

• Compiling and updating at least monthly all supporting documentation and invoices in systematically organised files for all QnSITE Asset entries.

• Maintaining updated stock cards for all consumable items in store.

• Physical verification of inventory items at least once per year for consistency with the information in OnSITE Asset, file written signed reports and update the inventory if required.

• Proper disposal of obsolete or broken equipment as per GIZ regulations.

• Ensuring that all assets are coded and have stickers.

• Ensuring timely provision of supplies to enable smooth operation at the office.

• Maintaining sound stores and inventory management systems for proper usage and tracking of records of usable resources.

Fleet Management

• Vehicle fleet management i.e. vehicle maintenance & repairs etc. in coordination with the driver(s).

• Controlling of vehicle logbooks, i.e. filled out in line with rules and regulations.

• Monthly calculating and monitoring of fuel consumption for programme vehicles.

• Maintaining files related to maintenance of the programme vehicles.

• Supporting drivers in planning logistical movements.

Financial Agreements

• Following up on timely and accurate submission of accountability documents by partners.

• Supporting coordination and communication with the technical programme staff, programme partners and Country Office regarding the Financial Agreement.

Other Duties/Additional Tasks

• Immediately reporting problems concerning his/her area of responsibility.

• Deputize the Administration Specialist in other programme hubs.

• Actively contributes to the digitalisation of finances and administrative procedures.

• Service oriented support to technical programme staff and programme partners in issues related to administration and finances.

• Capacity building of programme partners.

• Ensures that all his/ her tasks are executed in alignment with the data protection regulations of Uganda, Germany and GIZ.

• Perform other duties and tasks at the request of management