Job Description

Administrative Officer

Internal/External Vacancy Announcement #002/2021

STEP Program

Background

As German organization for international development cooperation 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 more than 80 partner countries.

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 commission of the Ethiopian government and international donors.

The German Federal Ministry for Economic Cooperation and Development (BMZ) with co-funding by the European Union (EU) has commissioned GIZ to reach the specific objective to “Enhance the skills of youth and women in catchments of the IAIPs of Ethiopia” under the larger Ethio-German Sustainable Training and Education Program (STEP II) and as part of the joint EU action for the “Promotion of Sustainable Ethiopian Agro-industrial Development” (PROSEAD) under the Component 4. PROSEAD aims to increase decent employment and incomes for rural Ethiopians, particularly youth and women, in four environmentally sustainable Integrated Agro-Industrial Parks (IAIPs) and their agricultural production zones (catchment areas).

Responsibilities and Duties

• Focal point for administration and finance related issues of the component and liaison with the regions for administrative/financial related issues
• Initiate and follow up on administrative process like procurement activities, tendering, workshop request and other office management tasks in coordination with procurement officers, administration/finance and the regional team
• Facilitate events organization (trainings, meetings, workshops, etc.): solicit price quotations from hotels, facilitate catering and travel arrangements as well as other organizational and administrative issues for the implementation of component’s activities in all regions
• Facilitate logistics and travel arrangements for internal and external long-/short-term experts, visitors & other relevant bodies
• Support partners in managing local subsidies and other financial agreements and contracts
• Manage the settlement of local subsides and other financial agreements and contracts
• Initiate service requests of the component in a timely manner
• Assist the manager with financial planning/issues, monitoring, accounting for the component in close coordination with the finance officer (e.g. support in drafting financial reports)
• Prepare letters and minutes and other documents for the component and manage logistic
• Coordinating effectively with the regional team on issues regarding administration/finance & logistic
• Implement other tasks under the technical and disciplinary supervision of the component manager

Job Requirements

Required qualifications, competences and experience

Educational background

• At least BA in business administration, accounting, auditing or similar area or comparable qualifications 

Professional experience

• At least 7 years of professional experience in a relevant position as office manager or administrator
• Experience in working for or cooperating with international development cooperation organizations
• Prior experience with GIZ administration procedures an asset 

Required Qualifications

• In-depth knowledge and expertise of finance and accounting and related procedures and tools
• Excellent knowledge of MS Office package, particularly Excel and Outlook, and other ICT related software like MS teams and other MS products
• Excellent communication, management and social skills
• Logistic experience, ability to coordinate in complex contexts
• Ability to collect and analyze data from various resources
• Fluent in written and spoken English and Amharic is required, another local language an asset 

Other Knowledge, additional competences and qualifications

• Able to think conceptually, creatively and collaboratively on all elements of office administration
• Adaptable to rapidly changing priorities and able to manage multiple deadlines
• Attention to details, and able to deliver quality work within deadlines
• Problem-solver, proactive and positive working attitude
• Demonstrated ability to work effectively both independently and as part of a global team
• Confidential handling of data and information 

How to Apply

Application procedure:

Interested and qualified candidates shall submit their motivation letter along with their non-returnable recent CV via Email: hreth@giz.de

“Please refer to our brochure to learn more about GIZ’s attractive benefit package.”

Note: - Please make sure you mention the vacancy number and position title ‘Administrative Officer #002/2021’ in the subject line of your email application. Due to large number of applications we categories applications with the vacancy numbers. Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified. Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.

We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.

Applications from qualified women are encouraged.