Office Manager

GIZ Internal/ External Vacancy Announcement #089/2020

Regional Project Improving the prevention of Female Genital Mutilation (FGM) in the Horn of Africa

As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development policy objectives. GIZ promotes complex reforms and change processes.

In Ethiopia, GIZ has been working for more than 40 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on the commission of the Ethiopian Government and other international donors.

The regional project “Improving the prevention of Female Genital Mutilation (FGM) at the Horn of Africa” is being implemented in three countries. The main office will be in Addis Ababa. The overall approach of the project is to work with relevant actors on regional, national and local level to raise awareness for the prevention of FGM.

The project will focus on:

• Capacity development of relevant stakeholders in the prevention of FGM on the local, national and regional level
• Strengthening the networks of relevant stakeholders
• Community based and cross-border awareness raising campaigns

Furthermore, transnational, national and local awareness-raising activities of state and non-state actors are implemented

Required Candidate:            One

Responsibilities and Duties

The office manager / programme assistant

• Supports the finance and admin officer (in Addis) and the technical experts (in Addis, Khartoum and Hargeisa)
• Ensures that the office runs smoothly
• Ensures good communication and flow of information within the project and with the GIZ offices
• Files documents in reference files or in DMS in line with GIZ’s rules
• Assists the principal advisor and finance and admin officer in his/her administrative tasks (e.g. procurement)

Secretariat work and services

The office manager / programme assistant

• takes responsibility for administrative tasks regularly monitors the stocks in the office
• organizes and coordinates appointments 
• answers, reviews, forwards and/or takes calls 
• manages incoming and outgoing correspondence (post, fax, email) and prioritizes and organizes it
• replies to and looks after correspondence (replies)
• prepares and organizes information materials, e.g. for conferences and meetings
• helps organize events and document meetings, workshops and seminars within or outside the project 
• helps prepare visitor programmes, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservations 
• participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
• photocopies and scans documents as needed
  

Administration and knowledge management

The office manager / programme assistant

• supports the finance and admin officer in checking travel expense statements of staff for approval by the superior
• takes responsibility for administrative tasks according to GIZ rules and regulations (PuR)
• creates an address file with important contact addresses and maintains this
• helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance
• updates the filing system daily with incoming and outgoing correspondence
• supports logistical aspects of project activities (meetings, workshops etc.) 
• supports handling of invoices, office procurements, and event-related purchases for the FGM-Prev project
• helps monitoring the availability of accessories and stocks and carries out procurement in accordance with guidelines
  

Coordination and management

The office manager / programme assistant

• regularly draws up a list of forthcoming meetings and events
• supports operational planning activities of the project
• reports damage/defects in office furnishings and equipment to project management and organizes and follows up on maintenance and repair
• ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments
  

Required educational qualifications, professional experience and competency

• University degree (minimum B.A.) in administration or a related subject

Professional experience

• A minimum of three years working experience in office management or a related field of work
• experience in the field of international development cooperation
• experience in the collaboration with state and non-state actors is of advantage

Other knowledge, additional competencies

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• very good command of English and Sudanese Arabic
• good management and organizational skills
• customer and service-oriented attitude
• confidential in handling data and information
• demonstrated cultural sensitivity and high commitment to integrity
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management