Administrative Officer
Internal/External Vacancy Announcement #113/2019
GIZ- AU Program
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.
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.
As a public-benefit German federal enterprise, we are committed to meeting our clients’ high standards of transparency and accountability. 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 also benefit from our services.
In Ethiopia, GIZ has been implementing development programmes on behalf of the German government for over 40 years together 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. Other programmes e.g. enhance development of a sustainable textile sector and renewable energies in Ethiopia.
GIZ AU Office Ethiopia would like to recruit fulltime Administrative Officer as per the detail below: –
Position: Administrative officer
Place of Work: Addis Ababa
Application deadline: June 30, 2019
Required Candidate: One
Responsibilities
The administrative officer is responsible for
- providing administrative services for the two programs “Datacipation” and “Institutional Capacity Building of the African Union Commission”
- meeting the administrative needs of the programmes independently, with a minimum of intervention
- managing the support and administrative staff at the programme office
- ensuring that financial and administrative regulations are complied with
Tasks
Coordination
The administrative officer
- ensures that information is exchanged between project/programme staff, partners and other institutions
- accompanies the project/programme managers or other team members to meetings if necessary
- prepares and organises internal meetings
Administration
The administrative officer
- is responsible for organising 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
- is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
- manages confidential files, specifically in the areas of personnel and finance
Finance and accounting
The administrative officer helps prepare programme budget planning
- helps monitor expenses in accordance with the budget
- manages and monitors the monthly accounting and financial plans
- is responsible for 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
- initials cash withdrawals for various projects
- carries out spot checks of the cash and bank book
- checks requests for funds before release
- audits project accounting
- monitors communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc.
Travel Management
The administrative officer processes applications, visas and other necessary permits requireby government institutions in the host country
- provides travellers with all the necessary information for their inbound travel
- arranges accommodation for arriving visitors, short-term and long-term experts
- evaluates hotel prices and negotiates better room rates
- procures tickets for domestic and international travel
- organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events.
- assists the programme managers and the project staff with applications for duty trips and settlement thereof
Other duties/additional tasks
- The administrative officer performs other duties and tasks at the request of management
Job Requirements
Required qualifications, competences and experience
Qualifications
- University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)
Professional experience
- At least 5 years’ professional experience in a comparable position
Other knowledge, additional competences
- good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
- very good knowledge of the European language widely used in the country, ideally a knowledge of German
- in-depth understanding of financial planning and accounting
- broad experience of management and administration
- willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
How to Apply
Application procedure:
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 and position title ‘Administrative Officer #113’ 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.
Applications from qualified women are encouraged
More Information
- Job City Addis Ababa
