Administrative Specialist job position at GIZ Rwanda || Deadline 10th December 2021

Vacancy Announcement

Administrative Specialist

for

Regional project “Support to the “International Conference on the Great Lakes Region”

 The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and ICT (Information and Communications Technology).

 In the framework of a multilateral commitment towards the promotion of peace and security in Africa, GIZ - German Development Cooperation – supports the International Conference on the Great Lakes Region (ICGLR) in implementing its Pact on Security, Stability and Development in the Great Lakes Region. 

Location: Kigali (sometimes travels inside and outside of the Great Lakes Region)

Fixed-term: Fixed position until December 2022 (with option for extension afterwards)

Position: one (1)

A. Responsibilities:

Under the direct supervision of the Head of Finance and Administration, the Administrative Specialist has the following functions and responsibilities:

• Provide administrative services for the programme
• Meet the administrative needs of the project office independently, with a minimum of intervention
• Ensure that financial and administrative regulations are complied with in all processes
• Consult on and monitor local and regional procurement processes in line with GIZ rules and regulations
• Provide support to the project’s technical team regarding project implementation, including liaising with relevant stakeholders on administrative and financial topics

B. Tasks

Besides other duties within the context of the program assigned to the expert, s/he will fulfill the following tasks in close coordination with her/his superior:

1. Coordination

• Ensures that information regarding administrative issues is exchanged between project/programme staff, partners, and other institutions
• Works closely and on a regularly basis with GIZ country offices and contractors on administrative, financial, and logistical aspects

2. Administration and Logistics

• Organises administrative and logistical aspects of project activities (meetings, workshops, etc.)
• Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines (establishment of LPOs for the project)
• Is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
• Is responsible for the project’s inventory across all the project’s locations
• Ensures, documents, and monitors proper use of project’s consumables
• Ensures security requirements of respective GIZ Country Offices are in place
• Is responsible for the follow-up on office space maintenance

3. Finance and Accounting

• Helps prepare activity budget planning
• Helps monitor expenses of activities in accordance with the planned budget
• Manages and monitors the project liquidity
• Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
• Checks travel expense statements of staff and partners for approval by the superior
• Helps ensuring a correct project accounting
• Checks local invoices according to the contractual agreements
• Follows up on the payment of local invoices
• Interacts with service providers regarding their services and invoices
• Establishes project internal invoices (private calls and km)
• Monitors the project’s open receivables among various countries

4. Procurement 

• Coordinates with the GIZ office on the mode of service delivery
• Gives advice to technical project staff on the mode of service delivery
• Assists in the establishment of documents for local procurements and tenders
• Follows up with the GIZ office on the establishment of requested contracts
• Monitors on financial and contractual aspects of local contracts

C. Required qualifications, competencies, and experience

1. Qualifications

• Bachelors’ in Finance, Accounting, Business Management, Logistics or related area

2. Competences

• Planning and organizing - ability to establish priorities and to plan, coordinate and monitor own work plan;
• Self-Management – Excellent ability to deliver results independently, on time, and according to the highest quality standards;
• Project management and administration - good analytical and problem-solving skills including the ability to identify and participate in the resolution of issues/problems;
• Accuracy – Diligent and accurate work especially in tasks related to finance and logistics;
• Communication - good verbal and written communication skills as well as the ability to draft/edit a variety of written reports, studies, and other communications in French and English;
• Technology awareness - fully proficient computer skills and use of relevant software (MSOffice) and other applications;
• Teamwork - good interpersonal skills, ability to establish and maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity;
• Travel – willingness to travel within the African Great Lakes Region, if needed over weekends.

3. Experience

• At least five (5) years of relevant work experience in the area of administration, finance, logistics and procurement
• Excellent IT skills (Microsoft Office, Skype, etc.);
• Open-minded, respectful and confident personality in combination with very good communication skills;
• Excellent verbal, written, and interpersonal skills.
• Proficient in Microsoft Office and bookkeeping systems
• Ability to work in a multicultural team;
• Languages: For the post advertised, fluent oral and written French and English is required. Knowledge of other languages (Arabic, German, Kirundi, Portuguese, or Swahili) is a plus.
• University degree (Bachelor’s degree or equivalent) in Finance, Business Management, Logistics or related areas is a plus

Interested candidates should submit their application (motivation letter, updated CV, certificates, and references) until 10th December 2021 at 4:00 PM, by e-mail to recruitment-rw@giz.de The email attachment (max. size 2 MB) should be a PDF file. Please quote the job title in the subject

GIZ is an equal opportunities employer and is committed to the full inclusion of all qualified candidates. This includes the provision of reasonable accommodation, if needed, in order to participate in the job application and interview process and to perform essential job functions. Please, let us know if you have any particular requirement should you be invited for assessment/interview or that you wish us to take into account when considering your application. Women and persons with disabilities are particularly encouraged to apply.

Only shortlisted candidates will be contacted for test and interview.                                           

GIZ Office Rwanda

KN 41 St. / Nr.17, Kiyovu

P.O. Box 59, Kigali,Rwanda

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