• GIZ has been supporting the African Union (AU) on behalf of the German Federal Government since 2004. With around 20 regional and continental technical cooperation projects in line with the AU's stated goals, the GIZ AU portfolio is now active in 40 countries across the continent and has staff in 17 countries of Africa. Majority of employees of the GIZ AU projects are based in the headquarters in Addis Ababa, Ethiopia, and Pretoria, South Africa.

 The GIZ AU Coordination Office in Addis Ababa is looking for an experienced employee who, with creative will as well as openness to piloting and innovation, contributes to the further development of this dynamic GIZ portfolio and supports us in making the GIZ Office to the AU efficient and cost-effective.

 Position:                                           Internal Operations Services Manager

Remuneration:                                  As per the GIZ scale

Application deadline:                       November 19, 2021

Place of Work:                                  Addis Ababa

Required Number:                          1(one)

Contract Duration:              31.12.2022

 Responsibilities

• The Internal Operations services manager is responsible for
• Efficiently dealing with queries about issues in his/her section
• Performing tasks in compliance with GIZ’s Processes and Rules (PuR)
• Correctly providing services within the team in accordance with GIZ’s requirements
• Supervise Administrative staff and related issue 

Tasks

 Dialogue with GIZ AU Head of Finance & Administrative

•  Advises his/her superior (GIZ AU, Head of Finance and Administration) on questions relating to the objective of the operations and office efficiency while maintaining high customer satisfaction and knowledge management. This would be achieved through improving the service processes, smoothing the operations, enhancing work efficiency, and finally monitoring performance and reporting results.
• Advises his/her superior (administrative manager) on questions relating to issues that are relevant to different groups

2. Leadership and Management responsibility

• Is responsible for the business areas, orders and measures assigned within the section
• Supervises staff in the units of Facility and Logistics. (management responsibility for staff in bands 1-3 and/or staff member/s in band 4-5)
• Carries out assessment and development talk for staff members and encourage staff to develop their skills and expertise who report to her
• Motivate staff in the GIZ AU Internal Operations Services Team to provide an excellent service to our customers
• Maintains records, prepares reports, and composes correspondence relative to the work
• Executes plans, policies, and programs in business affairs, property and equipment, supplies, housekeeping, stores, forms. managing all staff who report to him/her
• Manages staff in accordance with management principles and guidelines to promote a sense of corporate identity, enable employees to carry out tasks independently and create scope for creativity and innovation
• Coordinates activities by scheduling work assignments, setting priorities, and directing the work of subordinate employees.
• Oversees the development, implementation, and monitoring of efficient and effective office processes, including ensuring the company follows quality processes.
• Work effectively with other units across the organization

3.  Content-related tasks include:

• Establishing GIZ AU Internal Operations services
• Reviewing and implementing the Internal Operations services strategy
• Liaising with relevant staff to ensure policies and procedures are followed
• Reviewing existing processes and identifying opportunities for improved value for money
• Manage Service Processes of the GIZ AU Office for better support to the projects
• Maintain, develop, and monitor service processes, redesign Standard Operation Procedure SOP, Service Level Agreements.
• Support digital transformation to improve the service provisions.
• is responsible for the management of services and processes that support the core business of an organization, e.g. This includes technical, infrastructural and commercial tasks.
• Ensures that the GIZ AU Office and projects have the most suitable working environment for its employees and their activities by focusing on using the best business practice to improve efficiency and reducing operating costs.
• networks with other units and considers management goals and requirements in providing services 

Manage the GIZ AU Office Inventory System

• Capture all GIZ AU Office physical assets in Onsite assets and record them according to the GIZ Guidelines
• Coordinate and cooperate with other teams to ensure the documentation on movements of Inventory.
• Ensure the yearly report and regular correspondence with Assets Management Department of the GIZ Head Quarters.
• Optimize and manage the Internal Support Services
• Ensure that the GIZ Office has an official and a modern, representative character and front desk
• Is responsible for the efficient and customer-oriented operations expected of the GIZ AU Office and ensure the improvement of the service provision, in light of the yearly customs satisfaction survey recommendations.

 Optimize and manage the Internal Support Services

• Ensure that the GIZ Office has an official and a modern, representative character and front desk
• Is responsible for the efficient and customer-oriented operations expected of the GIZ AU Office and ensure the improvement of the service provision, in light of the yearly customs satisfaction survey recommendations.

 4. Other duties/additional tasks

• performs other duties and tasks at the request of management

Job Requirements

C. Required qualifications, competences, and experience

• MSc/MBA, business management, business administration, engineering, or similar area
• At least 5 years’ professional experience in administration and/or management in GIZ or similar institutions
• Finely tuned organizational skills and ability to work on one’s own initiative at the conception level.
• Ability to manage staff to maximize productivity of office, effectively utilize skill base of staff, maintain internal controls and complete projects on time.
• Team orientation and leadership skills: Ability to develop and maintain positive working relationships with other team members
• Strong organizational and analytical skills.
• Ability to prioritize and plan work activities and use time efficiently.
• Detail oriented with attention to quality, accuracy, and thoroughness.
• Willing and able to adapt to changes in the work environment, manage competing demands and able to deal with frequent change, delays, or unexpected events.
• Ability to communicate effectively.
• Ability to maintain favorable public relations, service-orientation.
• Ability to establish and maintain effective relationships with Management, projects, Office Teams.
• Proven ability to maintain confidentiality.
• very good working knowledge of IT applications (e.g. MS Office)
• Very good knowledge of the international language widely used in the country, ideally knowledge of German and/or French.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

How to Apply

Application procedure:

Note: Please make sure you mention the Vacancy Number ‘Internal Operations Services Manager #187/2021 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.

Only short-listed candidates will be contacted

 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. 

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