JOB DETAILS:

The Administrative Specialist will support the Governance and Civil Society Programme (GCSP) implemented by GIZ Uganda. The role involves providing administrative, logistical, and operational support to ensure smooth project implementation.

Key Responsibilities:

1. Administrative Support:

• Manage office correspondence, including emails, letters, and filing systems.
• Organize and schedule meetings, workshops, and appointments for the GCSP team.
• Prepare and edit reports, presentations, and other project documents.
• Maintain an up-to-date inventory of office supplies and equipment.

2. Logistics Coordination:

• Arrange travel, accommodation, and transportation for staff and consultants.
• Coordinate event logistics (venues, catering, materials) for workshops and trainings.
• Process procurement requests and liaise with vendors/service providers.

3. Financial and Contract Administration:

• Assist in budget tracking and financial reporting.
• Prepare payment requests and ensure timely processing of invoices.
• Support contract management for consultants and service providers.

4. Communication and Stakeholder Engagement:

• Serve as a liaison between GCSP, government partners, and civil society organizations.
• Draft communication materials (newsletters, updates) for internal and external stakeholders.
• Maintain a database of key contacts and partners.

5. Compliance and Reporting:

• Ensure adherence to GIZ administrative and financial guidelines.
• Compile and submit monthly/quarterly activity reports.
• Support monitoring and evaluation activities as needed.

Qualifications and Experience:

Required:

• Bachelor’s degree in Business Administration, Public Administration, Office Management, or related field.
• At least 3 years of experience in administrative or project support roles, preferably with international organizations.
• Proficiency in MS Office (Word, Excel, PowerPoint) and office management software.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication in English.

Preferred:

• Experience working with GIZ or other donor-funded projects.
• Knowledge of Ugandan governance and civil society sectors.
• Familiarity with procurement and financial management processes.