Job Title: Fresher Administration Assistant – GIZ Uganda Jobs 2021
Organization: GIZ Uganda
Job Location: Kampala
GIZ Uganda Profile:
The Promotion of Renewable Energy and Energy Efficiency Programme (PREEEP) is implemented by GIZ in cooperation with the Ministry of Energy and Mineral Development (MEMD) and aims at improving the framework conditions for access to clean energy in rural and peri-urban areas.
Roles and Responsibilities:
The administration Assistant will be in charge of:
- Supporting the Head of Programme.
- Making Appointments
- Coordinating International and Local Travels for the AV
- Supporting Development Advisors
Tasks
- Supporting the Head of Programme
- Monitors the Outlook Calendar of the Head of Programme
- Makes appointments for the Head of Programme as assigned.
- Supports and Coordinates communication with the Partners.
- Supports in filing and uploading documents to the DMS in accordance to GIZ’s filing rules.
- Welcomes Visitors of the Head of Programme and provides refreshments when requested.
- Takes notes of incoming phone calls and maintains a call back list.
- Prepares agendas for meetings.
- Takes notes of incoming phone calls and maintains a call back list.
- Prepares agenda for meetings.
- Takes notes of incoming phone calls/minutes in meetings.
- Undertakes all other secretariat duties as assigned.
Procurement of Service and Contracts
- Support in Procuring of Material, Goods, Services and Works for GIZ PREEEP Commissions according to GIZ rules
and regulations. - Support in keeping an up-to-date overview for procurements/contracts / and monitor timelines.
- Support in organising Hotel booking and Events.
- Assist in Preparing Contracts and Orders, for review by the authorized signatories.
- Follow up with suppliers / contracting parties on delivery of procurement.
- Support by ensuring that the records are safeguarded and properly kept for future reference (keeping complete procurement files as per GIZ guidelines).
- Supporting Developments Advisors
- Supports the Advisor for Development Advisors at the project level.
- Makes sure Development Advisors are reimbursed for all personal costs incurred.
Other duties/additional tasks
- Be prepared to travel and to undertake further job training related to his/her position and duties, if required. Special
training programmes shall be identified and selected jointly with the Head of Programme. - Perform other duties and tasks at the request of management.
Minimum Qualifications for GIZ Uganda Jobs 2021
- Bachelor’s Degree in business administration/Secretarial Studies or any other related fields
- A minimum of 2 years professional experience in a comparable apposition.
- Working experience for GIZ and knowledge of GIZ procedures, processes, rules and standards would be an asset.
Knowledge, Skills & Competences
- Good working knowledge of ITC Technologies (related software, phone email, the internet) and computer applications (e.g. MS Office).
- Excellent communication and coordination skills.
- Very good written and oral knowledge of the English language.
- Good writing skills.
- Willingness to upgrade as required by the tasks to be performed.
- Basic knowledge of the German language is an added advantage.
How To Apply for GIZ Uganda Jobs 2021
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 names and contacts of three references in the CVs. Please quote the position and reference number in the subject line. This is a national position. Only the shortlisted candidates will be contacted.
Deadline: 13th June 2021
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