The Responsible Fisheries Business Chain Project
(RFBCP) is part of the Global Program on Sustainable
Fishery and Aquaculture and funded under the special
initiative “One World-No Hunger” of the German Federal
Ministry for Economic Cooperation and Development
(BMZ). The overall objective of the program is to ensure
food security and to reduce poverty by increasing fish
supply and income. The political partner of the project is
the Lake Victoria Fisheries Organization (LVFO) and its
target groups are vulnerable households and
communities, artisanal fishers and small to medium sized
enterprises in the fishery sector. The project is largely
implemented through grants and service contracts to
implementing partners.
RFBCP is now recruiting for Administration Officer and
Administrative Assistant with a strong background in
Finance and Administration, and a basic knowledge of the
fisheries sector.
Job Title : Administration Officer
Responsible Fisheries Business
Chain Project (RFBCP)
Report to : RFBC Project Leader
Duty Station : Jinja
Ref. No : GIZ – FAO1118
- Key Responsibilities
The Administration Officer professional is responsible
for;
- Providing administrative and financial services for the
Responsible Fisheries Business Chains Project
(RFBCP).
- Ensuring that GIZ financial and administrative
regulations and standard procedures are complied
with.
- Providing administrative and financial accounting
support and guidance to project partners for efficient
implementation of the RFBCP.
- Carrying out internal reviews/audits of accounting and
administrative procedures of project partners.
- Specific Tasks
Coordination
- Project staff, partners and other institutions, as
necessary.
- Accompanies the Project leader or other team
members to meetings when necessary.
- Independently visits project partners to provide
guidance on administrative, financial management
and accounting matters.
- Prepares and organises internal and external
meetings.
Administration
- Responsible for organising administrative and
logistical aspects of project activities (meetings,
workshops, travel arrangements, etc.).
- Reviews contract documents in coordination with
technical staff, and follows up with Country Office.
- Ensures that ITC equipment functions properly.
- Responsible for filing documents in reference files
and in DMS in line with GIZ’s filing rules.
- Ensures all hard copy and electronic filing is up to
date at all times.
- Manages confidential files, specifically in the areas of
finance.
Finance and Accounting
- Helps monitor project expenditure in accordance with
the budget.
- Monitors the monthly accounting and financial plans
of the project.
- Provides guidance to project partners and the GIZ
RFBC team on GIZ administration and financial
accounting procedures, processes, rules and
standards.
- Responsible for financial management, such as cash
withdrawals, keeping the cashbook, bank accounts,
preparing and entering vouchers of the project.
- Checks vouchers and receipts of the project for
completeness and guides on corrections to be made
where necessary.
- Checks travel expense statements of staff for approval
by the superior.
- Responsible for financial management such as; cash
withdrawals, keeping cash book, bank accounts, bank
reconciliation, cash count and posting vouchers of
RFBCP
- Checks requests for funds before release.
- Reviews and guides project financial accounting
including that of project partners and identify any
problems and provide guidance on corrective actions
and measures needed.
- Reviews and guides the process of quarterly calls for
advances by project partners.
- Guides the process of financial reporting by the
project including reporting by project partners.
- Reports all problems with financial administration and
compliance without delay.
Other Duties/Additional Tasks
- Performs other duties and tasks at the request by the
RFBC project leader.
- Required Qualifications,
Competencies And Experience
Qualifications
- University degree in Business Administration,
Commerce, or equivalent or other relevant
specialisation and qualification from a recognised
University.
- Financial accounting qualification such as ACCA, CPA
Uganda, etc.
Professional Experience
- At least 6 years professional experience in a
comparable position.
- Working experience with GIZ and good knowledge of
GIZ procedures, processes, rules and standards
especially relating to financial administration are an
added advantage.
Other Knowledge, Additional Competences
- Working experience within the fisheries sector.
- Broad experience of administration.
- Good time management and a pay attention to detail.
- 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,
knowledge of Swahili would be an asset.
- In-depth understanding of financial planning and
accounting.
- 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.
Job Title : Administrative Assistant
Responsible Fisheries Business
Chain Project (RFBCP)
Report to : RFBC Project Leader
Duty Station : Jinja
Ref. No : GIZ – FAA1118
- Key Responsibilities
The Administrative/Financial Assistant is responsible for;
- 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 Finance/ Administration
Officer.
- Specific Tasks
Coordination
- Ensures that information on project administration
and financial matters is exchanged between project
staff, partners and other institutions, as necessary.
- Accompanies the project leader or other team
members to meetings when necessary.
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 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.
- Provides guidance to project partners and the GIZ
RFBCP team on GIZ administration and financial
accounting procedures, processes, rules and
standards.
- Checks travel expense statements of staff for approval
by the superior.
- Preparing financial documents (vouchers, receipts,
invoices etc.) for submission to GIZ Kampala.
- Assisting in preparation for internal / external controls
and audits.
- Initials cash withdrawals, carries out spot checks of
the cash and bank book.
- Participate in checking of partner requests for funds
before release.
- Reports all problems with financial administration and
compliance without delay.
Other Duties/additional Tasks
- Performs other duties and tasks at the request by the
RFBC Project Leader.
- Required Qualifications, Competencies And
Experience
Qualifications
- University degree in Business Administration,
Commerce or related course from a recognised
University or Higher Institution of Learning.
- Financial accounting qualification such as ACCA, CPA
Uganda are desirable
Professional Experience
- At least 2 years professional experience in a
comparable position.
Other Knowledge, Additional Competences
- Experience in administration and financial matters
- 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
- Good time management and a strong sense of
professionalism
- 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.
