Administrative Assistant ENSER, ParWest & WatSSUP job at GIZ

Background

GIZ’s Arua office-based portfolio has three projects which supports refugees and host communities across West Nile through complementary initiatives in water and sanitation, socioeconomic participation, and energy-based self-reliance.

The Water Supply and Sanitation for Refugee Settlements and Host Communities in Northern Uganda (WatSSUP) project is implemented by GIZ on behalf of Germany’s Federal Ministry for Economic Cooperation and Development (BMZ), with co-financing from the European Union (EU). Working with the Ministry of Water and Environment, its agencies and utilities, the Office of the Prime Minister, and district local governments, it focuses on Yumbe, Madi Okollo and Terego, with more limited activities in Kiryandongo and its settlement; its offices are in Arua, Lira and Kampala.

The ParWEST programme, commissioned by BMZ and implemented with the Ministry of Local Government, operates in Adjumani and Obongi to strengthen the socioeconomic participation of refugees and vulnerable host communities in climate-affected districts. It aligns with Uganda’s refugee policies and contributes to relevant frameworks, including the BMZ Feminist Development Policy, the Global Compact on Refugees, the Comprehensive Refugee Response Framework and Uganda’s National Development Plan IV.

The EU- and BMZ-co-financed Energy and Self-Reliance (ENSER) Programme is implemented by GIZ Uganda in close operational synergy with the World Food Programme and other humanitarian and development actors. Across refugee-hosting areas in West Nile, ENSER seeks to expand clean-energy access, use digital Solutions and promote economic inclusion, helping communities move from humanitarian assistance towards sustainable, market-based self-reliance. Private-sector engagement, capital deployment and local Business Service Centres, it promotes the productive use of energy and supports micro, small and medium-sized enterprises, with particular attention to women-led and disability-owned businesses with the principle of leaving no one.

Responsibilities

A. Key Responsibilities

The Administrative Assistant will be responsible for;

• Maintaining robust stores and inventory management systems to ensure proper use and accurate tracking of consumables and assets in the Arua Office
• Ensuring compliance with administrative and logistics regulations and standard procedures.
• Performing tasks efficiently and with the required level of confidentiality within the assigned area of responsibility.
• Ensuring timely and accurate exchange of documents and information between project staff, programme partners and service providers.
• Coordinating and planning logistical movements for the Arua office.

B. Specific Tasks

Office management

• Coordinate and control office supplies, including stationery and other office materials.
• Ensure all office equipment is in working condition (for example, keeping photocopiers and projectors operational by refilling paper, replacing toner cartridges and reporting malfunctions).
• Prepare purchase requests for office materials (stationery, cleaning materials, etc.).
• Coordinate office running contracts (waste collection, electricity, internet, water, etc.).
• Coordinate meetings and events in the Arua office.
• Coordinate office attendants.
• Manage petty cash, including timely accounting and reconciliations.

Fleet management

• Coordinate fleet operations (dispatching, logbook checks and maintenance management) in cooperation with the KLA Senior Fleet Managers.
• Coordinate and monitor regular servicing and repairs of all project vehicles.
• Plan and coordinate drivers’ deployment and trip schedules.
• Compile driver and vehicle condition reports, including repairs, routine services and recommendations for vehicle replacements.

Other Duties/Additional Tasks

• Perform other duties and tasks at the request of management.

Qualifications

Bachelor’s degree in Business Administration, Accounting, Commerce, Economics, Procurement and Logistics Management, or a closely related field.

Details of experience

3 years of relevant professional experience in a comparable position.

Experience working with donor agencies, non-governmental organizations, or international organizations.

Knowledge, skills and competences

• Proven service- and solution-oriented mindset.
• Demonstrated ability to self-organize, take initiative, and work with minimal supervision.
• High accuracy and efficiency in handling cash and related accountabilities.
• Strong organizational and record-keeping skills.
• Very good knowledge of Microsoft 365 applications (Teams, Word, Excel, PowerPoint).
• Familiarity with general fleet management compliance and regulations.
• Excellent communication and interpersonal skills.
• Excellent command of the English language (oral and written).

• Maintaining robust stores and inventory management systems to ensure proper use and accurate tracking of consumables and assets in the Arua Office
• Ensuring compliance with administrative and logistics regulations and standard procedures.
• Performing tasks efficiently and with the required level of confidentiality within the assigned area of responsibility.
• Ensuring timely and accurate exchange of documents and information between project staff, programme partners and service providers.
• Coordinating and planning logistical movements for the Arua office.
• Coordinate and control office supplies, including stationery and other office materials.
• Ensure all office equipment is in working condition (for example, keeping photocopiers and projectors operational by refilling paper, replacing toner cartridges and reporting malfunctions).
• Prepare purchase requests for office materials (stationery, cleaning materials, etc.).
• Coordinate office running contracts (waste collection, electricity, internet, water, etc.).
• Coordinate meetings and events in the Arua office.
• Coordinate office attendants.
• Manage petty cash, including timely accounting and reconciliations.
• Coordinate fleet operations (dispatching, logbook checks and maintenance management) in cooperation with the KLA Senior Fleet Managers.
• Coordinate and monitor regular servicing and repairs of all project vehicles.
• Plan and coordinate drivers’ deployment and trip schedules.
• Compile driver and vehicle condition reports, including repairs, routine services and recommendations for vehicle replacements.
• Perform other duties and tasks at the request of management.

• Proven service- and solution-oriented mindset.
• Demonstrated ability to self-organize, take initiative, and work with minimal supervision.
• High accuracy and efficiency in handling cash and related accountabilities.
• Strong organizational and record-keeping skills.
• Very good knowledge of Microsoft 365 applications (Teams, Word, Excel, PowerPoint).
• Familiarity with general fleet management compliance and regulations.
• Excellent communication and interpersonal skills.
• Excellent command of the English language (oral and written).

• Bachelor’s degree in Business Administration, Accounting, Commerce, Economics, Procurement and Logistics Management, or a closely related field.