Vacancy Announcement #112/2023

Administrative Assistant

Capacity Development for Strengthening Drought Resistance III (CDSDR III)

Contract duration: 30.11.2025

Application deadline: 18.06.2023

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.

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 commission of the Ethiopian government and international donors.

GIZ supports the Ethiopian Government in various areas, increasingly also in the Ethiopian lowlands, which account for nearly 60% of Ethiopia's land area. The Capacity Development for Strengthening Drought Resilience (CDSDR) Project has started its third phase. It promotes the Dry Valley Rehabilitation and Productive Use (DVRPU) approach, developed in cooperation with the Ministry of Agriculture (MoA) and the Bureaus of Agriculture (BoA) in Afar and Somali regions. This series of technical, biological, economic, social, institutional, and managerial measures are applied to rehabilitate entire dry valleys for the benefit of the inhabitants and their animals. Besides completing the approach in Somali and Afar regions, it will expand its application to Oromia and SNNPR regions.

The CDSDR project is recruiting an Office Assistant, who will report to the Manager of the project.

Responsibilities

• Responsible for all office upkeeping matters.

• Supports the organization of internal meetings, taking minutes of meetings and documenting any other meeting follow-up.

• Manages the projects MS Teams structure and organizes virtual meetings; sending invites, reminder and ensuring technical set – up is in place.

• Manages project team calendar and activity schedule (e.g. workshop dates)

• Supports workshop logistics; preparation of contracts for organizing events, booking of conference rooms; accommodations and all other event related services.

• Assists technical experts & partners in matters of logistics and related matters.

• Manages meeting rooms of the project.

• Supports preparation of contracts for short term experts

• Responds to information requests from GIZ country office and Climate Cluster in coordination with the supervisor and also remind team members of important training and information sent by the GIZ country office.

• Supports international staff and external experts in communication with GIZ International Services Desk regarding visa and ID issues.

• Registers and keeps files for and on behalf of the Manager.

• Responsible for any office items and it is upkeeping.

• Handles other tasks and assignments as prescribed by the supervisor.

Other duties/additional tasks

• Reports without delay to the supervisor on core responsibilities and matters needing attention.

• Is responsible for filing documents and treating information confidentially.

• Ensure the company’s own document management system (DMS) is up to date.

Job Requirements

Required educational qualifications, professional experience, and competency.

Qualifications

• BA Degree in Office Administration or related fields

• Fluent command of English and Amharic

• Fluent command of German as an asset

• Computer literacy (office package, MS Teams)

• Expertise in setting-up video call and online meeting systems

Professional experience 

• At least 5 years of work experience in office administration or a related field.

• Experience with international organizations, government entities and NGOs are an advantage.

Other knowledge, additional competencies

• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

• Self-motivated, proactive and willing to learn and adopt to dynamic working situations.

• Ability to efficiently use standard IT applications (i.e. MS Office Outlook, Word, Excel, etc.), and digital media, including modern video conferencing tools;

• Proven ability to write error-free communications materials in English and Amharic;

• Ability to cope with stress and to organize/prioritize workload timely

• Discipline and punctuality

• Resilience and patience

• Availability for in-country duty travel to project sites

• Experience in working on GIZ projects and familiarity with GIZ’s rules and regulations is appreciated.

How to Apply

Application procedure: 

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

Note:

Please make sure you mention the vacancy number and position ‘Administrative Assistant #112/2023 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 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.”