Job Expired
Administrative Specialist (Regional)
Deutsche Gesellschaft für Internationale Zusammenarb (GIZ)eit
Business
Business Administration
Addis Ababa
5 years
1 Position
2022-08-12
to
2022-08-22
Business Administration
Full Time
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Job Description
Administrative Specialist (Regional)
GIZ- Internal/External Vacancy Announcement ‘#133/2022’
STEP III
The Ethiopian government has set itself the goal of achieving middle-income country status by 2025. The massive expansion of the education sector should provide the national economy with employable graduates and at the same time give the rapidly growing young population a perspective. The goal of the “Sustainable Training and Education Program” (STEP) project is therefore to increase the employability of TVET graduates, jobseekers and self-employed, especially of females. The project advises relevant ministries, its subordinate authorities and private sector at federal and regional level aiming at improving mechanisms to steer and implement a demand-driven TVET system, increasing capacities of TVET personnel to lead and implement demand-driven TVET, expanding employment-oriented training offers for different target groups and encouraging business sector to play are more active role in TVET and employment promotion. It is a large-scale, complex project in a dynamic and changing environment. One of the success factors is a well-designed cooperation with all actors involved inside and outside the program, GIZ and with the partner organizations.
Duration of contract: 30.11.2024
Required Candidates: One
A. Responsibilities
The regional administrative Specialist is responsible for
efficiently dealing with queries in internal services and logistics in SDC programmes’ regional offices
performing tasks in compliance with GIZ’s Processes and Rules (PuR)
ensuring that financial and administrative processes in regional offices function in accordance with GIZ rules and regulations
supporting the Logistics Unit Manager in Addis Ababa in technical steering of the drivers in regional offices in coordinating the drivers’ schedules
supporting the Finance Unit Manager in Addis Ababa office in all finance related tasks with regards to respective processes in the regional offices
facilitation of processes in planning, holding meetings, workshops, seminars and other events in SDC programmes regional offices
ensuring the networking between program staff in the regional offices and the different units in the SDC Admin and Finance in Addis Ababa.
B. Tasks
1. Logistic-related tasks
The regional administrative Specialist is responsible for
technical steering of drivers in regional offices of SDC programmes
checking of logbooks, fuel consumption, compliant use of project vehicles
ensuring that all technical processes with regards to car fleet management in regional offices are appropriately handled
2. Service management of office facilities
The regional administrative Specialist is responsible for
follow-up on rent and utility contracts in regional offices and cooperation with respective contract officers in Addis Ababa
ensuring intact facilities with electricity, water, communication, internet services, etc. in regional offices
coordinating processes with transport authorities (e. g. car insurance, number plates) for cars in regional offices.
ensuring the maintenance of equipment and cars in regional offices
supporting administrative officers in Addis Ababa office to keep the inventory of the SDC projects in regional offices according to PuR
ensuring the annual (as of June 30 every year) physical check of assets in regional offices in cooperation with administrative officers in Addis Abeba responsible for inventory management
effectively monitoring the status of ICT services for SDC project staff in regional offices in relation to service activation and deactivation, termination and cancelation in cooperation with administrative officers in Addis Ababa
managing the SDC Projects consumables store in regional offices
maintaining a stock card to monitor in and out of consumables like stationaries, training materials printers, faxes ink related materials for users in regional offices proactively monitoring availability of consumables to meet SDC projects needs
3. Finance-Related tasks
The regional administrative Specialist is responsible for
ensuring the quality of the vouchers prepared in regional offices e.g. minimum voucher requirement, correct voucher invalidation, timely sending the settlement documents to Addis Ababa office
checking the regional staff travel settlement documents
checking regional petty cash settlement documents and verify all receipts correctness
follow up on the fund request and replenishment of regional petty cash
coordination with regional staff on workshop documentation settlements
follow up on settlements of third-party receivables (TPR) in regional offices
translation into GIZ working language whenever necessary for regional documents
Other duties/additional tasks
The specialist
performs other duties and tasks at the request of management
Job Requirements
Requirements
Qualifications
A. Required qualifications, competences, and experience
Qualifications
University degree in relevant specialisation and qualification in business administration (equivalent of BA or MBA)
Professional experience
At least 5 years’ professional experience in a comparable field of responsibility
Other knowledge, additional competences
finely tuned organisational skills and ability to work on one’s own initiative at the conceptional level
Outstanding organizational skills
High IT affinity, extensive working knowledge of MS Office software, especially MS Excel and MS Teams
Good communication and advisory skills
Full Fluency in English language.
Trustworthy in handling sensitive and confidential data and information
Self-motivated and ability to work independently
willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
How to Apply
Application procedure:
Interested and qualified candidates shall submit their motivation letter along with their non- returnable recent CV via THISLINK or Email: hreth@giz.de
Note: - Please make sure you mention the vacancy number and position title ‘Administrative Specialist #133/2022’ 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.”
Fields Of Study
Business Administration
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