Administrative Assistant

GIZ- Internal/External Vacancy Announcement ‘#051/2022’

Prevention of displacement and sustainable reintegration of former displaced persons - IDP component

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.

The Civil Peace Service (CPS) works worldwide for non-violent management of crises and conflicts. CPS experts work on the causes and consequences of conflict and violence and mainly in capacity building of national staff, organisations and communities. In Ethiopia, GIZ’s CPS has been engaged since 2008 and takes a systemic approach to conflict transformation working across different sectors and on the local, regional and federal level.

The new component with the title “Prevention of displacement and sustainable reintegration of former displaced persons - IDP component” will focus on areas in Gedeo zone, West Guji woredas and in the new region Sidama.

In addition to capacity-building measures and trainings on the use of conflict-sensitive tools, dialogue processes are to be initiated in selected rural and urban centres. These are designed to reduce mutual distrust and prejudice among leaders and the population as well as within the population. It also aims for promoting a more critical use of the media.

 To support the component in Hawassa, GIZ CPS it is looking for an Administrative Assistant under the supervision of the Program Coordinator.

Duration of contract:  30/04/2023

Application deadline: 01/04/2022

Required Candidates: 1

Place of Work: Hawassa

Responsibilities

• Focal point for administration and finance related topics at the office in Hawassa, and in liaison with GIZ Country office for finance and administration related issues
• Support procurement activities in coordination with logistic officer and GIZ country office procurement department
• Assist organising events (trainings, workshops, etc…): solicit price quotations from hotels, facilitate catering and travel arrangements as well as other organisational and administrative issues for the implementation of programme activities in Sidama, SNNPR and Oromia
• Handle financial management, such as cash withdrawals, petty cash and the corresponding cashbook, emergency fund, correctness & completeness of financially relevant documents, preparation and entering voucher and check travel expense statements of staff for approval by the superior
• Responsible to handle GIZ internal financial transaction
• Process travel advances and travel settlement of applications for the reimbursement of travel expenses
• Submit the end-of-month accounts from the project cash books and vouchers to the officer responsible
• Ensure availability of stationery and other office supplies for the implementation of the programme
• Invoices, cash payments and documents
• Assist the Finance Officer with financial planning, monitoring, and accounting if necessary
• Filing documents in reference files in line with GIZ’s and project’s internal regulations
• Draft letters for internal and external communications; distribution to partners following GIZ letter standards
• Facilitate administrative issues for new arriving staff, partners and guests of the programme
• Check logbook entries and fuel consumption
• Join the team during field trips and handle payments
• Engage in and facilitate event organisation with the technical advisors
• Other tasks related to supporting the smooth operation of the programme

Job Requirements

Qualifications

• Minimum of BA in business administration, accounting or similar studies.
• Fluent in English and Amharic (writing, speaking, listening).
• Very good working knowledge of ICT (related software, phone, fax, e-mail, the internet) and computer applications (e.g. MS Office incl. Excel)

Professional experience

• At least 2 years of professional experience in a relevant position
• knowledge of finance and procurement
• Confidential handling of data and information
• Communication and interaction skills

Other knowledge, additional competencies

• Knowledge of Sidama and Oromo languages is an asset
• Ability to work proactively and in an undependable, responsible manner with great attention to detail
• High degree of service orientation and willingness to perform an array of changing tasks in a flexible manner

How to Apply

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

Note: Make sure you mention the vacancy number and position title ‘Administrative Assistant  #051/2022 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. 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.”