Project Administrator

Description

• The Bush Control and Biomass Utilisation Project (BCBU) fosters sustainable solutions for bush encroachment, creating value addition and employment opportunities along biomass value chains. It is implemented in close cooperation with the Namibian Ministry of Environment, Forestry and Tourism (MEFT)
• BCBU project currently has a vacancy for a Project Administration Professional who will assume responsibility for office administration and accounting support at the project

Duties

• The administrative professional is responsible for:
• Providing administrative services for the project
• Meeting the administrative needs of the project independently, with a minimum of intervention
• Ensuring that financial and administrative regulations are complied with
• Attends to all questions arising in the project administration area
• Coordinate effectively with colleagues in administration department and with GIZ country office

The administrative professional performs the following tasks

Coordination

• Ensures that information is exchanged between project/programme staff, partners and other relevant institutions
• Coordinates with the GIZ office on the mode of service delivery
• Prepares and organises internal meetings

Administration

• Is responsible for organizing administrative and logistical aspects of project activities (meetings, workshops etc.)
• Ensures that computers and software function properly
• Is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
• Manages confidential files, specifically in the areas of finance
• Project fleet management
• Manage project assets/inventory

Procurement

• Process procurement of materials at project level and through GIZ country office
• Bookings of air tickets and group accommodations (domestic, international)
• Monitors the availability of accessories and stocks and carries out procurement in accordance with provided guidelines
• Checking invoices for goods, vouchers payment instructions and complaints
• Process claims for damage to goods procured

Finance and accounting

• LC drawings preparations and processing
• Help monitor expenses in accordance with the budget
• Monthly bookkeeping management (Winpaccs entries and monitoring)
• Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts and processing vouchers
• Monitoring and reduction of receivables and VAT returns
• Carries out spot checks of the cash and bank book
• Update project cost outputs system (KOMP)
• Preparing project for internal auditing
• Travel cost processing and monitoring
• Other duties/additional tasks
• Performs other duties and tasks at the request of management

Requisites

• University degree in relevant specialisation and qualification in business administration, accounting, Finance, Business management or equivalent
• Professional experience:
• At least 3 years’ professional experience in a comparable position
• Other knowledge, additional competences:
• Good working knowledge of ITC technologies and computer applications (e.g. MS Office)
• In-depth understanding of financial planning and accounting
• Broad experience of management and administration
• Proven experience with confidential handling of data and information
• Fine-tuned organizational skills, attention to detail, and ability to work on one’s own initiative at the conceptional level
• Ability to work in a team and ability to multi-task and prioritize work
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• German language skills and Driver's license would be added advantage

Notes

• Only shortlisted applicants will be contacted