Administrative Specialist

Job Description
Number of vacancies: 1
Sector:
Industry: Civil society

Knowledge, skills and competences
Accuracy and efficiency
Strong organizational skills.
Trustworthiness, accountability, and initiative.
Ability to work with minimum supervision.
Good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office).
Proficiency in English; excellent command of Arabic.
Ability to work under pressure/tight deadlines
Proven knowledge of Sudan and its civil society
Responsibilities
A.  Key Responsibilities

The Administrative Specialist will be responsible for:

Preparation of local contracts (service contracts, local subsidies).
Providing advice to Partner organisations on finance & contracts issues.
Providing administrative support for project-related events and activities in Uganda.
The Administrative Specialist performs the following tasks:

B.   Specific Tasks

Preparation of local contracts (service contracts, local subsidies)

Conducting Financial and Legal Eligibility Checks for potential recipients of financing agreements as per GIZ guidelines
Preparing tender processes relevant for the programme
Assessing budgets of potential programme partners regarding plausibility.Providing advice to Partner organisations on finance & contracts issues
Orientation sessions on GIZ regulations for contractual partners.
Accompanying implementation and providing advice on finance & contracts issues as needed.
Conducting spot checks.
Setting up a comprehensive work package supporting partner organisations with the introduction of proper accounting systems

Conducting needs assessment and conceptualizing the work package (incl. procurement of software licences, technical support for software installation; training development and provision of backstopping);
Drafting Terms of Reference and other relevant documents for service procurement;
Steering the service provider during implementation;
Quality assurance in coordination with Service Provider and partner organisations;
Providing administrative support for project-related events and activities in Uganda and other tasks

Preparing procurements and tender processes relevant to in-kind programme activities in Uganda such as conferences, workshops, consultancy contracts
Supporting the project team during project-related events and activities
Providing administrative assistance for relevant project contracts and finance processes (re Local Subsidies) in coordination with relevant Service Units in other Countries, particularly KenyaCommunication
Ensuring regular, transparent and pro-active communication within the programme financial team and the programme management.
Ensuring regular, transparent and pro-active communication with the GIZ Uganda’s admin and finance unit.
Ensuring documentation of financial and contractual processes.
Project Inventory Management

Setting up and maintaining the inventory for the Sudan Governance Project
Assisting Finance management Staff from other Sudan projects with inventory management
Other Duties/Additional Tasks

Perform other duties and tasks at the request of management.
Qualifications
Bachelor’s degree in Business Administration, Economics, Law or other related field.
Details of experience
5 years of professional working experience in a similar position for GIZ, donor agencies, non-governmental organisations or other international organisations.
Experience in providing capacity development on finance and admin topics
4 years of relevant work experience in Sudan.
Experience with administration of co-financing arrangements.
How to apply
Applications and CVs should be in one document and a maximum of 5 pages only and sent electronically, quoting the position and reference number.
Please include name and contact of three references. One official reference from your current workplace is a MUST.
Eligible candidates are encouraged to apply to the Head of Human Resources by email to vacancy@futureoptions.org until 11:59pm on Sunday 14th June 2026.
 Please note: This is a national position. Only the shortlisted candidates will be contacted.

 Disclaimer: GIZ DOES NOT charge any kind of FEE(s) at whichever stage of the recruitment process.
Application deadline: 2026-06-14