Vacancy Announcement #199/2023

Climate-sensitive Innovation for Land Management - Climate Change Cluster

Contract end date: 30.06.2024

Since 2008, the Ethiopian government, namely the Ministry of Agriculture, operates the Sustainable Land Management (SLM) program to reverse land degradation and increase agricultural productivity in the highlands. The SLMP aims at reaching two million households in more than 7,000 micro-watersheds in Amhara, Benishangul Gumuz, Gambella, Oromia, SNNP and Tigray.

GIZ provides technical assistance to this national flagship program since its inception, at national, regional, and local levels. The new program module “Climate-Sensitive Innovations in Land Management” (CLM) will run from July 2021 to June 2024. It focuses on capacity development of SLM actors through policy and institutional advisory, field-level coaching and advisory services, training, networking, piloting field activities as well as research and communications.

Responsibilities

The administrative officer is responsible for

• Provide administrative services for the programme.

• Meeting the administrative needs of the office independently, with a minimum of intervention.

• Managing the support and administrative staff at the programme office.

• Facilitating compliance with P+R and CO-level regulations

Tasks

1.     Coordination

The administrative officer

• Ensures that information is exchanged between project/programme staff, partners and other institutions.

• Accompanies the project programme manager/Deputy programme manager or other team members to meetings if necessary.

• Organizes and coordinates the management team schedule, including arranging necessary travel logistics (booking of flights, hotels, processing visa requests)

• Filing and overseeing documents such as updating Telephone cascade on a monthly basis and assisting the Security Focal Person

• prepares and organizes internal and other meetings.

2.     Administration

The administrative officer

• Is responsible for organizing administrative and logistical aspects of project activities (meetings, workshops etc.)

• coordinates with the GIZ office on the mode of service delivery

• Ensures that computers and software function properly.

• Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines.

• Manages incoming and outgoing correspondence for the Office and management team as well as prioritizes and organizes it.

• Draft replies and any other letters in the name of the management team.

• Manages confidential files, specifically in the areas of personnel and finance.

• Responsible for consultancy contracts. 

3.     Finance and accounting

The administrative officer

• Helps prepare programme budget planning.

• Helps monitor expenses in accordance with the budget.

• Checks travel expense statements of staff for approval by the Superior

• Initials cash withdrawals for various projects

• Cooperates with the Finance Manager and AV / Component Managers to carry out spot checks of the cash and bank book

• Monitors communication and interaction between governmental institutions, NGOs and society by analyzing the media, engaging in direct dialogue, and participating in meetings and seminars etc.

4.     HR Focal Point

The administrative officer

• Participates in HR-related events like workshops.

• Communicates new/updated HR procedures with project staff.

• Supports the recruitment of new project staff (review of applications using pre-defined criteria, coordination of interviews, participation in and documentation of interviews and onboarding of new staff).

• Assist AV and the Deputy Program Manager with communication with HR.

5.     Other duties/additional tasks

• The administrative officer.

• Performs other duties and tasks at the request of management.

Job Requirements

Qualifications

• Degree in Secretarial Science or/and business administration or similar area.

Professional experience

• Minimum of 5 years professional experience in international organization

• Good knowledge of GIZ structure or experience in similar international work environment

• Excellent knowledge of English and Amharic language, written and spoken.

• Excellent communication skills, able to adapt to different target groups.

• Good working knowledge of standard computer applications such as MS Office: outlook, word, excel, PowerPoint.

• Excellent self-organizational and management skills with a problem-solving and results-oriented attitude.

• Trustworthiness and ability to maintain strict confidentiality and observing data protection and associated guidelines where appropriate.

• Ability to work independently, unsupervised and as part of a multicultural and international team.

• Ability to work under time pressure and being able to multitask.

• Stress tolerance and patience.

• Discipline and punctuality.

• Willingness to learn and obtain further skills as required by the tasks to be performed corresponding measures is agreed with management.

How to Apply

Application procedure:

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

Please make sure you mention the vacancy number and position title ‘Administrative Specialist #199/2023_Full Name’ in the subject line of your email application. Please note that, due to urgency of the vacancy selection will be done on a rolling base. Applications without vacancy numbers in subject lines might 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.”

Deutsche Gesellschaft für

Internationale Zusammenarbeit (GIZ) GmbH

GIZ Country Office Ethiopia and Djibouti