Administrative Assistant 105 views1 applications

Administrative Assistant

Internal/External Vacancy Announcement 131/2019

GIZ – Support to the African Union on Migration and Displacement

 

 

BACKGROUND

As a provider of international cooperation services for sustainable development and international education work, GIZ – Deutsche Gesellschaft für Internationale Zusammenarbeit – is dedicated to building a future worth living around the world.

We have over 50 years of experience in a wide variety of areas, including rural and economic development, education and employment, energy and the environment, and peace and security. Together with our partners, we work to deliver flexible, effective and cost-effective solutions that offer people better prospects and sustainably improve their living conditions. Of our 18,260 employees in some 120 countries, almost 70 per cent are national personnel working in the field.

As a public-benefit German federal enterprise, we are committed to meeting our clients’ high standards with regard to transparency and accountability. German and European values are central to our work. The German Federal Ministry for Economic Cooperation and Development (BMZ) is our main commissioning party. European Union institutions, the United Nations, the private sector and national governments benefit from our services, too.

In Ethiopia GIZ has been implementing development programmes on behalf of the German government for over 40 years jointly with our national partners. The focus of our work in the country is on vocational education, sustainable use of natural resources, land management and food security, biodiversity and forestry. Further programmes enhance the development of a sustainable textile sector and renewable energies.

 

GIZ has been commissioned by the German Ministry of Economic Cooperation and Development to support the African Union on migration and displacement. The three-year project, running from January 2018 until December 2020, has the objective of strengthening the capacities of the African Union to realise its mandate in the area of migration, mobility, and displacement.

 

GIZ AU Office Ethiopia is recruiting a fulltime Administrative Assistant for the GIZ AU Migration Project.

Position:                                Administrative Assistant, Support to the African Union on Migration and Displacement

Place of Work:                       GIZ African Union Office, Addis Ababa, Ethiopia

Closing date:                         July 28, 2019

 

  Responsibilities

The administrative assistant is responsible for

• providing administrative and logistical services for the project
• meeting the administrative needs of the project in close cooperation with admin and project staff
• ensuring that financial and administrative regulations are complied with
• organizing workshops and conferences in close cooperation with the project staff and partner institution
• filing documents in reference files or in DMS in line with GIZ’s filing rules

The administrative assistant performs the following tasks:

Tasks

Coordination

The administrative assistant:

• ensures that information is exchanged between project staff, partners and other institutions
• prepares and organises internal meetings and supports internal reporting mechanisms (through MS team and other internal tools)
• Manages the team calendar, updates the GIZ AU office event calendar and all admin related communication between the project, the GIZ AU office and the GIZ Ethiopia Country Office

 Administration and logistics

The administrative assistant:

• is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)  in close cooperation with project staff and partners
• coordinates with the GIZ office on the mode of service delivery
• monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
• is responsible for filing documents in reference files and in DMS in line with GIZ’s filing rules
• Prepare and follow up on contracts, requests for experts and consultants, and Financial Agreements etc.;
• Arrange and communicate with travellers all logistic and protocol arrangements, visa requirements and their settlements;
• Prepare selection procedures and bookings (bidding, contracting, terms) of service providers and ensure documentation of the procedures according to GIZ rules and regulations (PuR);
• Procure office supplies, equipment and services and ensure proper documentation of procured materials;

Finance and accounting

The administrative assistant:

• helps monitor expenses in accordance with the budget
• monitors the monthly accounting and financial plans
• closely liaises with the finance officer on issues of financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
• checks travel expense statements of staff for approval by the superior
• Assist the project in the preparation of the annual internal control;
• Handle the petty cash if required

Other duties/additional tasks

The administrative assistant:

• Supervising printing and storage of PR material;
• Manage a consultancy data base in line with data protection policies, including identification of and communication with additional candidates;
• Support the setting up and management of financing agreements between GIZ, the AUC and possible other partners, including the AIR as well as research and training institutes, and follow up on their implementation and orderly administrative management and closing;
• Assist in and carry out other activities as assigned by the GIZ project Team Leader.
• Check regularly compliance to GIZ rules and regulations (PuR) in respect of project management, correct application procedures and completeness of documentation on contracts and procurements made at project office level;
• Actively contribute to AU office wide working groups, e.g. on travel and event management, finance management and other topics;
• The Administrative Assistant also fulfils other adequate tasks as determined and assigned by the team leader.

Job Requirements

Required qualifications, competences and experience

Qualifications

• Bachelor’s degree from accredited college or university in finance and administration, economics, business management and/or administration, or any other relevant subject

Professional experience

• Minimum of 3-5 years  experience in project support or admin and financial project support
• Minimum of 3-5 years experience in organizing events or conferences is a distinct asset

 Other knowledge, additional competences

• Experience in collaborating and/or working with international organizations and/or civil society organizations (including internships);
• Excellent communication skills both written and oral in English;
• Willingness for travel within Africa;
• High level of independency, self-initiative, integrity, and accountability;
• Computer skills in office applications;
• Good intercultural communication and capacity to work in inter-disciplinary environments; Strong team orientation and flexibility to assume new tasks.

How to Apply

Application procedure:

 

Applicants should send a cover letter expressing their interest in Internship. Please be informed that you are only allowed to apply for this internship if you are graduated not longer than six months ago. Interested and qualified candidates shall submit their motivation letter along with their non-returnable recent CV via  Email: [email protected]

Note: –

Please make sure you mention the Vacancy Number ‘Administrative assistant AU #131/2019’ in the subject line of your email application. Due to large number of applications we categories 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.

Applications from qualified women are encouraged