Administration Assistant – Responsible Fisheries Business Chains Project (RFBCP)

Ref. No: GIZ – RFBCP/AA/082157

Responsible Fisheries Business Chains Project (RFBCP) is implemented by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ). It is part of the Global Program on Sustainable Fishery and Aquaculture and funded under the special initiative “One World-No Hunger” of the BMZ. The RFBCP works with partners such as the Lake Victoria Fisheries Organization (LVFO) and the Ugandan Directorate of Fisheries Resources (DiFR) to achieve its overall objective which is; to ensure food security and to reduce poverty by increasing fish supply and income in Uganda and East Africa. The RFBCP targets artisanal fishers, processors and traders as well as small to medium sized enterprises in the fishery sector. The project assists existing actors in the fisheries sector to implement already planned activities.
Number of vacancies: 1 Sector: Civil society Industry: Administration

Knowledge, Skills & Competences
• Good working knowledge of ICT (related software, phone, email, the internet) and computer applications (e.g. MS Office).
• Very good knowledge of written and spoken English.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
• High degree of self-motivation and team spirit.

Responsibilities
The Administration Assistant are responsible for:
Key Responsibilities
• Managing daily operations and project office facilities.
• Ensuring that GIZ financial and administrative regulations and standard procedures are complied with.
• Acting as a Stand In for the Administration Officer.
• Performing reception and secretariat services.
• The Administration Assistant will perform the following tasks:

Specific Tasks
Coordination
• Ensures that information on project administration and financial matters is exchanged between project staff, partners and other institutions, as necessary.
• Liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area
Administration
• Support in organizing and preparation of events, meetings and activities in close collaboration with program staff members.
• Responsible for filing according to GIZ filing system.
• Responsible for Management of Project Assets / Updating and keeping the inventory lists.
• Maintaining supply and service request records.
• Updating training, consultancy lists, and databases.
• Regularly checking of logbooks of the project vehicles and calculation of fuel consumption.
• Ensuring facility management of the project office and initiating, in accordance with management, repairs and maintenance.
Finance and accounting
• Helps monitor project expenditure in accordance with the budget.
• Checks travel expense statements of staff for approval by the superior.
• Assisting in preparing financial documents (vouchers, receipts, invoices etc.) for submission to GIZ Kampala.
• Assisting in preparation for internal / external controls and audits.
• Reports all problems with financial administration and compliance without delay.
Other Duties/ Additional Tasks
• Performs other duties and tasks at the request of management.

Qualifications
• Bachelor’s degree in Business Administration, Economics or related course from a recognised University/ Higher Institution of Learning
Details of experience
• At least 2 years professional experience in a comparable position in any reputable organisation

How to apply

All interested and qualified persons are strongly encouraged to apply by email to careers@futureoptions.org. Applications and CVs should be in one document and a maximum of 5 pages only. Please include name and contact of three references in the CVs.

Please quote the position and reference number in the subject line. Applications should be received by 5.00pm on the 5th September 2021.

Please note: This is a national position. Only the shortlisted candidates will be contacted.

Application deadline: 2021-09-05