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)
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ADMINISTRATIVE OFFICER NEEDED AT RESPONSIBLE FISHERIES PROJECT

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

  1. 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.

  1. 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.

  1. 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

  1. 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.

  1. 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.

  1. 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.