Receptionist

GIZ-AU Office

Contract duration: 31.12.2024

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development dedicated to shaping a future worth living around the world. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in achieving their objectives in international cooperation in around 120 countries.

Since 2004, GIZ has been a reliable and trusted partner of the African Union (AU) to enhance inclusive growth and sustainable development on the African continent in line with the AU’s Agenda 2063: The Africa We Want. With more than 200 staff, GIZ African Union cooperates with the AU Commission, as well as the AU’s specialised institutions and agencies, such as the Development Agency AUDA-NEPAD, at continental, regional and national level in more than 35 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance and Migration, Sustainable Economic Growth and Employment, as well as Health and Social Development.

The GIZ African Union Office headquartered in Addis Ababa, Ethiopia, with further staff based in South Africa, Ghana, and Germany provides services and support in the areas of procurement, financial management, events and travel, human resources, internal operations, communication, and portfolio management to all GIZ programmes and projects that are implemented in partnership with the African Union.

The AU Office in Addis Ababa has formed the Service Unit (SU) Internal Operation for the diverse portfolio of the GIZ AU as part of the commercial bundling. This commercial bundling is a pilot project in GIZ and will require the assumption of various tasks in the future to ensure internal operation processes at a high-quality standard.  The Service Unit Internal Operation must make sure that all relevant processes are done according to PUR (Procedures and Rules) of GIZ.

The position of the “Receptionist” is part of the Service Unit Internal Operation which must assure liaising with customers, partners, clients, and projects in a service-oriented manner on behalf of the office by providing professional email correspondence, phone service, personally welcoming visitors, arranging transport services, managing in/out documents and maintaining a high standard in the reception area.

The “Receptionist” works together with the Internal Operation service Unit, Office Managers, and all GIZ AU staff based in Addis Ababa and other African countries, Country Office staff, partners, consultants, guests/visitors, suppliers, and counter partners.

Responsibilities

• Responds to queries received by phone, and email and document visitor data correctly using the available office technology. Furthermore, carries out all assigned duties in connection with incoming/outgoing posts and goods and provides support for administrative tasks.

• Performs the tasks assigned correctly and on schedule with due regard for the targets and conditions specified by the line manager.

• Provides support for knowledge management and ongoing process development in the area of responsibility. Prepares and shares documentation.

• Provides daily operational execution of administrative and financial support to projects and the GIZ AU Office, fills documents according to GIZ procedures.

• Keeps up-to-date with publications and events in his/her area of responsibility,

• Participates in and contributes to GIZ sector networks or other communities of practice

• Maintains an overall good flow of communication and information to GIZ projects, GIZ AU office, and Country Office.

• Performs the tasks assigned by the line manager, when required

Main Tasks

1.    Front Desk and Reception Tasks:

• Answers telephone, online, and mobile direct calls.

• Takes and relays messages from the PBX telephone system.

• Provides meaningful information to callers and called staff members.

• Takes care and advises persons entering the organization.

• Places relevant information on the notice board and make sure to put it off after the deadline is over.

• Receives, sorts, and distributes incoming mail and deliveries to the concerned department/individuals.

• Handling, registering, and stamping outgoing and incoming mail including courier services.

• Creates a comfortable and hospitable environment for visitors.

2.    Administration Tasks:

• Ensures creation and/or regular updating of a list of contacts and addresses.

• Distributes and accepts documents and packages.

• Manages the GIZ AU staff’s medical insurance by liaising with the insurance company.

• Manages office stationaries and supplies.

3.    Movements and Booking Handling:

• Manages the carpool/drivers’ assignment and other alternative transportation methods such as taxi assignments.

• Assists office staff, counterparts, consultants, and other guests during their travel (pick up and drop off) to and from the airport.

• Organizes and manages car booking systems.

• Attentively and actively makes sure the movements and booking are handled with the aim to run the business smoothly

4.    Other duties:

• Learns the tasks of the other members of the Service Unit to be capable to deputize them when needed.

• Participates in different meetings and takes over the moderation and documentation (minutes).

• Advisory roles in finance and admin issues related to the job.

• Performs other duties & tasks assigned by the line- manager

Job Requirements

Qualifications

• A university degree in Secretarial Science, Business Administration, Hotel management, or any other business-related field.

• Excellent command of spoken and written English.

• Excellent writing, editing, and proofreading skills.

• Very good knowledge of MS Office (Outlook, MS Teams, Word, Excel).

• Strong organizational, analytical skills with the ability to meet tight deadlines and anticipate next steps or needs.

• Well-developed interpersonal and team working skills;

• Solution and service-oriented attitude and working philosophy.

• Open to learning and overtaking new tasks required by the company or internal procedures.

• Ability to deal sensitively in multicultural environments.

• Based in Addis Ababa.

Professional experience

• Experience of minimum 2 years in the reception area, office management, and secretariat or in a similar position. 

How to Apply

Submit your motivation letter along with their non-returnable recent CV via email hreth@giz.de

Note:

Please make sure you mention the Vacancy Number ‘Receptionist #077/2023’ in the subject line of your email application.

Due to large number of applications, we categorise 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.”