Management Assistant 122 views0 applications

GIZ-Internal/External Vacancy Announcement #041/2021

GIZ Country Office

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German service provider in the field of international cooperation for sustainable development and international education work. We work to shape a future worth living in over 120 countries around the world.

The GIZ Office in Addis Ababa oversees projects in Ethiopia and Djibouti where GIZ works on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), the German Federal Ministry of Nutrition and Agriculture (BMEL) and other commissioning parties.

Based on GIZ corporate policy guidelines, the GIZ Office in Addis Ababa supports the preparation and implementation of international cooperation projects in Ethiopia and Djibouti, as well as the administrative implementation on site. The GIZ Office represents the GIZ to government authorities and national partners in Ethiopia and Djibouti, and maintains close communication with the German Embassy and other German implementing organisations as well as with international donors, as well as with the GIZ headquarters in Germany.

GIZ seeks a qualified candidate for the position of Management Assistant

Responsibilities, Tasks and Duties

Overall Responsibilities

• The Office Manager supports the management and particularly the Deputy Country Director of the GIZ Office in Addis Ababa.
• S/he works closely with various units of the Country Office as well as with the GIZ Management Team in Ethiopia and Djibouti.
• Furthermore, s/he will maintain close contact with the responsible division at the GIZ headquarters in Germany

Tasks

Core Tasks

• Organizing general office processes and secretariat including correspondence
• Management of diaries and organizing appointments and meetings as well as travel management and prepare travel settlement
• Planning and organizing of internal and external events
• Support of information and knowledge management, including filing of documents
• Internal and external correspondence in German and English
• Assistance in preparation of contracts and preparation of confidential documents
• Writing meeting minutes, reports and preparing presentations
• Coordinating/forwarding/distributing requests and tasks; coordinates the execution of tasks and follows up on agreements according to deadlines

Other Duties

• Deputizes the Office Manager to the Country Director
• Assists and/or carrying out other office activities and any other tasks as assigned;
• Participates in further job training related to his/her position and duties such as secretarial, computer, office, and language skills, if required.

Required qualifications, professional experience and additional competencies

Qualifications

• University degree (minimum B.A.) in administration or a related subject
• Very good working knowledge of ITC technologies (e.g. MS Office) and experience with SAP and document management systems; digital literacy
• Fluent in writing, reading and speaking in English, German and Amharic
• Good written and oral communication/expression

Professional experience

•  A minimum of 4 years working experience in office management or a related field of work, preferable in an international context.
• Excellent working knowledge of modern telecommunication systems (telephone, fax, e-mail and internet)
• Study and/or work experience in an English or German speaking country is an advantage
• Demonstrated ability to work effectively and efficiently in a very fast-paced office environment
• High level of service-orientation
• Takes over responsibility for the tasks assigned to her/him and carries them out independently; proactive approach.

Other knowledge and additional competencies

• Excellent organizational skills, ability to multitask, prioritize and meet deadlines
• Teamwork, communication skills, resilience and flexibility; ability to work in an international team
• Discretion, loyalty and integrity
• Willingness to learn, improve and upgrade skills as required by the tasks to be performed