Vacancy Announcement #031/2023

Administrative Specialist

Energizing Development (EnDev) Ethiopia

Contract duration: 31.12.2023

Application deadline: 06.3.2023

Duty station: Addis Ababa

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.

 Energising Development (EnDev) is an international flagship programme for providing energy access. 760 million people worldwide live without electricity and about 2.6 billion people lack access to clean cookstoves. EnDev focuses on providing access to affordable, reliable, sustainable, and modern energy as a means to deliver social, economic, and environmental change in more than 20 countries worldwide. EnDev is currently financed by four donor countries – the Netherlands, Germany, Norway and Switzerland with additional donors in Ethiopia. In Ethiopia, Energising Development (EnDev) is implemented and coordinated by GIZ and supports sustainable energy access in two main components: Clean Cooking and Rural Electrification. Target groups are lower-income households, social institutions and small to medium sized enterprises, mostly in rural areas. 

Responsibilities

The Administration Specialist will be based in Addis Ababa. S/he will be responsible for various administrative tasks mainly in cooperation with the technical project staff, administration, and finance staff team.

The main tasks and responsibilities include:

• Supervising the facility management for the office in Addis Ababa (including reviewing equipment maintenance schedules and inspecting building structures to determine the need for repairs and renovation)

• Supervising service providers hired on their schedule of work and ensuring that tasks are completed based on specifications and standards of the contract agreements.

• Undertaking service surveys and on-site inspections to ensure work is being executed following agreed standards and contract agreements.

• Initiating purchase and service requests by verifying specifications and price

• Purchasing materials and services for facility management & logistics purposes.

• Proposing office facilities improvements in the office building.

• Participating in planning for the future office space and supply needs.

• Managing staff services requests and liaising with the office users regarding concerns, requests for work, etc.

• Controlling the cleaning services for the building to ensure that the building is exceptionally clean and tidy and that the service responds to the needs of users.

• Conducting the management of the security function for the offices and managing parking allocation, waste disposal, and recycling arrangements for the office buildings.

• Coordinating with contractors and service providers as appropriate to ensure the satisfaction of the working condition of all offices and equipment used for the operation of the offices through preventative maintenance and any necessary reactive or planned maintenance works.

• Developing and implementing planned and preventative maintenance programs.

• Assessing the availability and suitability of options for new premises/offices including the best allocation and utilization of space and resources for new buildings, or re-organizing current premises/offices;

• Researching best practices in Facilities Management and developing effective facilities-related policies for EnDev Ethiopia offices.

Tasks

• Administers the implementation of the facility's infrastructure and systems, delivering key tasks as assigned by the Facilities and Logistics Section Manager.

• Manages the delivery of a safe and conducive working environment in the EnDev Ethiopia offices, providing the full range of office facilities and services required to operate effectively.

• Provides safety services including the security of the offices, and first aid cover.

• Delivers office renovation, maintenance, and expansion projects, liaising with staff and external contractors to ensure safe and effective delivery of projects on time, within budget, and to the agreed specification.

• Ensures that communal areas and the meeting room suites are fully functional, dealing with all issues to ensure they remain fit for purpose and in a fully prepared state

Job Requirements

Qualifications

• Master’s degree in business administration, administrative sciences, public management, or related field of study

Professional experience

• with a minimum of 5 years of professional experience 

• Experience in office management, standards of office communication, procurement standards, contracting, management of contracts, and office facilities management.

• Experience of working in an administrative function in an international organization/non-governmental organization

• Ideally, experience in working within the public sector in Ethiopia and therefore, good understanding of administrative procedures and structures in government and public offices

• Ideally experience within GIZ and specifically within applying GIZ standards and rules in relation to facility management, procurement and contracting.

• Higher degree of flexibility, service orientation, and preparedness to perform a variety of administrative tasks that ensure a smooth running of the day to day operations is necessary

• Excellent communication, organisational, and human interaction skills

• Excellent language skills in English and Amharic (writing, speaking, listening)

• Excellent skills in using Microsoft Word, Power Point and Excel

• Experience in knowledge management (organising filing systems, documentation, data management etc.)

• Experience in standards of writing official letters

Other knowledge, additional competencies

• Ability and willingness to adopt to a quickly changing working environment, new ad hoc tasks, rapidly changing requirements and responsibilities

• Having a positive attitude towards change and openness towards uncertainty

• Very good skills in using Microsoft Office (Excel, Word, Outlook); MS Teams

• Very good communication skills and ability to work in an intercultural team

• Very good skills to communicate with actors on different levels and different organisations

• Flexibility and preparedness to perform a changing array of duties according to the needs of the program

• Preparedness to work with a high amount of time and output pressure

• Openness and willingness to work and embrace tight deadlines

• Knowledge of Customs clearances for imported materials. 

How to Apply

Application procedure:

Interested and qualified candidates shall submit their motivation letter along with

their non-returnable recent CV via Ethiojobs and or hreth@giz.de

Note: 

Please make sure you mention the vacancy number and position ‘Digital Learning Specialist #025/2023’ in the subject line of your email application.

Due to the large number of applications, we categorize applications with 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 the 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.”