Office manager
Internal/External Vacancy Announcement #079/2019
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 an Office manager as per the detail below:
Position: Office manager
Place of Work: Addis Ababa
Application deadline: May 3, 2019
Required Candidate: One
Responsibilities
The office manager (OM) is for one part responsible for administrative and logistical support to the African Continental Qualification Framework (ACQF)-component which is mainly implemented by the European Training Foundation based in Turin, Italy. The OM is further responsible to implement office functions and provide the administrative support to the SIFA programme advisor in Addis Ababa.
Tasks:
Organizational support for workshops
Including:
- travel and accommodation management for participants
- venue management
- invitation management
- information management (disseminating workshop reports etc.)
- monitoring of planned workshops and conferences
- logistical support and participant management before and during workshops
- cost monitoring for workshops (calculation of workshop costs + monitoring of expenditures)
Administration and knowledge management (Management of Filing System)
Including:
- filing of documents for Addis Ababa office; assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
- management of a contact database with relevant stakeholders and experts
- development and organization of filing systems for relevant technical documents (notes, proposals, reports)
- administration and management of daily office operations
Secretariat work and communication
Including:
- support the draft of documents (e.g. invites, event programs, notes, letters, minutes etc.)
- support flow of communication between ETF (Turin) and Addis Ababa office as well as the South African offices (facilitation of information exchange between project members, work partners and other institutions)
- design of basic excel-sheets and power points
Travel Management
Including:
- flight/hotel booking for project staff
- plan and support visits and program planning for project staff (e.g. program manager, partners etc.), external visitors or delegations
Procurement
Including:
- preparation of service requests and financial vouchers
- facilitation of small procurements
- facilitation of small contracts
- knowledge and track keeping of GIZ rules and regulation
Job Requirements
Required qualifications, competences and experience
Qualifications
- minimum of B.A. degree or similar. Preferably in business administration, communications, humanities or related
Professional experience
- at least 3 years’ professional experience in a comparable position
Other knowledge, additional competences
- experience in event/workshop management
- experience in administration incl. travel and travel claim management, financial management is an advantage
- experience and knowledge in computer applications (Microsoft Office, browser, database software etc.), Social media (at least twitter) and other IT systems
- very good Amharic and English language skills, written and oral
- high degree of efficiency, team-working, time-management, integrity and accountability
- good communication skills with culturally diverse audiences
- basic knowledge of the AUC context
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 ‘Office manager #079/2019’ 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
More Information
- Job City Addis Ababa