Office Manager 107 views2 applications

Office Manager

GIZ- Internal/External Vacancy Announcement #140/2020

Biodiversity and Forestry

As a country with great ecological and cultural diversity, Ethiopia forms part of two out of the 35 biodiver­sity hotspots of global significance. Ethiopia is also one of the Vavilov center of crop origin. Recognizing these facts Ethiopia has 14% of its land dedicated for protected areas. Nevertheless, it loses annually 40,000 ha of forests, 800.000 ha of woodland and 18 tons of fertile soil per ha of land, due to rapid degradation of its natu­ral environment.

The GIZ BFP, in its second phase, is determined to improve the effectiveness of the federal, regional and local institutions for the management of biodiversity and forest resources of the country with due emphasis of benefiting the communities at grassroot level. The program is aiming to support the formulation of policy, legal and institutional framework, and to introduce and promote new technics and approaches which will help to create conducive environment for the conversation of degraded forests and landscapes into productive, forested and more ecological valuable and climate resilient landscapes.  Forest tree seed is a key input that determines the success of any forest landscape restoration activity. Consequently, the program is collaborating with government partners to increase the use of seeds from known sources for seedling production both in government and private nurseries.

Responsibilities:

• Performing operational duties of all administrative tasks for the entire office in a daily basis
• Maintaining a helpful attitude to customers, ensuring that the office creates a professional impression
• Liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area
• Manages incoming and outgoing correspondence (post, fax, email) and prioritizes and organizes it
• Answering Incoming calls and serves visitors by greeting, welcoming, and directing them appropriately.
• Sort, classify and distribute incoming correspondence (e-mail, letters and other official documents).
• Be responsible for distributing and accepting documents and packages to/from the post office, government institutions, etc.
• Organize travel and accommodation for staff and other external parties. (Flight tickets, Hotel bookings, etc)
• Receiving and handing over materials (camping items, camera, laptop) for region sites.
•  Managing and controlling inventory, storage and register items on GIZ’s onsite software.
• Managing Logistics by assigning drivers for all duty trips. (Addis Ababa /Region missions)
• Assisting the Admin Head and Finance with Managing the incoming materials and equipment from GIZ HQ/GDCO

Task

Clerical services

• Ensures that the necessary office supplies are available
• Monitor stock inventory and order office supplies.
• Photocopies and scans documents as needed
• Ensuring incoming and outgoing calls are efficient and uninterrupted
• Reports damage to the administrative officer, organizes and monitors the service and repair of office equipment
• Register, document and organize incoming and outgoing correspondence (letters emails, packages and personally delivered messages).
• ensures that visitors are comfortable by offering newspapers, refreshments etc.

Support for Staff

• Organizes and compiles information materials
• Completes forms and tables in accordance with specific instructions from the administrative head
• Documents service requests and enquiries
• Provides staff with all the necessary documents for their local or international travel.
• Arranges accommodation for arriving consultants/partners short-term and long-term consultants/partners
• Procures tickets for domestic and international travel
• Reserves hotels, rental cars etc.
• Arranges programmes for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)
• Follow up with GDCO for visa approval for coming consultants, interns, international staff etc).

General tasks

• Performing reception and secretariat services on a daily basis
• Runs errands, e.g. delivering and collecting documents

Other duties/additional tasks

• Performs other duties and tasks at the request of management

Qualifications

• University degree for related field

Professional experience

• Minimum 3 years in similar position

Other knowledge, additional competencies

• Microsoft office and computer knowledge