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 has to assure liaising with customers, partners, clients and projects in a service-oriented manner on behalf of the office by providing a professional email correspondence, phone service, personally welcoming visitors, arranging transport services, manages in/out documents and maintaining a high standard in the reception area.

The “Receptionist” is working as well together with Internal Operation Service Unit, Office Managers, with all GIZ AU staff within GIZ AU Office in Addis Ababa and other African countries, Country Office staffs, partners, consultants, guests/visitors, service providers, and counter partners.

Responsibilities and Duties

A. Responsibilities

In your role you perform all the tasks assigned to you promptly and in line with the correct administrative procedures.

You respond to queries received by phone, email and document visitor data correctly using the available office technology. Furthermore, you carry out the duties assigned to you in connection with incoming/outgoing post and goods and provide support for administrative tasks.

You perform the tasks assigned to you correctly and on schedule with due regard for the targets and conditions specified by your line manager.

You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.

Provide daily operational execution of administrative and financial support to the project and GIZ AU office and filling of documents and brochure according to GIZ procedures.

Maintenance of an overall good flow of communication and information to GIZ AU Projects, GIZ AU office and Country Office.

You perform the tasks assigned to you by your line manager, where required.

B. Main Tasks

1. Front Desk and Reception Tasks:

• Answer telephone, screen, and direct calls.

• Take and relay messages from PBX system.

• Provide meaningful information to callers and called staff members.

• Take care and advise persons entering organization.

• Keep tidy and maintain the reception area.

• Place relevant information in the notice board and make sure to put off after the deadline is over.

• Receive, sort and distribute incoming mails and deliveries to the concerned department/individuals.

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

• Ensures that visitors are comfortable and hospitalized.

1. Administration Tasks:

   • Ensures creation and/or regular updating of a list of contacts and addresses (telephone cascade, fax, email)

   • Responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc.

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

   • Manage office stationaries and supplies.

   • Maintain a smooth communication and collaboration with other staffs and departments.

   • Be customer service oriented and satisfactorily serve the office, projects, and clients to your maximum efficiency.

2. Movements and Booking Handling:

   • Manage the carpool/driver’s assignment and other alternatives transportation methods such as taxi assignments.

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

   • Organize and manage booking systems feasible and clear.

   • Be attentive and active to make sure the movements and booking are handled with the aim to run the business smoothly and seek support from your supervisor whenever needed.

3. Other duties:

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

• Will participate in different meetings and take over the moderation and documentation (minutes).

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

• Will perform 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 writing, editing, and proofreading skills.

• Excellent command of spoken and written English.

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

• Strong organizational and analytical skills.

• Solution and service-oriented attitude and working philosophy.

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

• Integrity and loyalty to the company.

• Ability to meet tight deadlines and anticipate next steps or needs.

• Ability to train independently.

• Customer service skills.

• The ability to work well with others.

• To be thorough and pay attention to detail.

• Administration skills.

• Patience and the ability to remain calm in stressful situations.

• The ability to accept criticism and work well under pressure.

• Well-developed interpersonal and team working skills; ability to operate effectively in teams, proactive, reliable, and positive work attitude. 

• Ability to deal sensitively in multicultural environments.

• Based in Addis Ababa.

Professional experience

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

• Experience in front office desk management.

• Experience in organizational development and change management. 

Working experience in the field of international cooperation is an asset.

How to Apply

Application procedure:

Interested and qualified candidates shall 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 and position title ‘Applicant full name_Receptionist #105_2024’ 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.”