GIZ Job Vacancy For Administrative Officer

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH draws on the wealth of regional and technical expertise as well as tried and tested management know-how. As a federal enterprise, we support the German Government in achieving its objectives in the field of international cooperation for sustainable development. GIZ offers customized solutions to complex challenges. We offer demand-driven, tailor-made and effective services for sustainable development in more than 130 countries worldwide

Job Title: Administrative Officer

Responsibilities

• Supporting the MOAP office in Wa with all administrative matters
• Meeting the administrative needs of the office independently, with a minimum of intervention
• Managing the support staff at the programme office
• Ensuring that financial and administrative regulations are complied with
• Organising workshops and other events
• Paying for workshop costs and accounting for them
• Efficiently dealing with queries about issues in his/her section
• Performing tasks in compliance with GIZ’s Orientation and Rules (O+R)
• Correctly providing services within the team in accordance with GIZ’s requirements

Tasks

Coordination

• Ensures that relevant information is exchanged between project/programme staff, partners and other institutions
• Accompanies the project/programme manager or other team members to meetings if necessary
• Prepares and organises internal meetings
• Regularly draws up a list of forthcoming meetings and events
• Supports organising administrative and logistical aspects of events such as meetings, workshops according to rules and regulations
• Helps organise events and documents meetings, workshops and seminars within or outside the project
• Helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations

Administration

• 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
• 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
• Organises and coordinates appointments for other GIZ staff
• Answers, reviews, forwards and/or takes calls
• Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
• Replies to and looks after correspondence
• Updates the filing system daily with incoming and outgoing correspondence
• Responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
• Creates an address file with important contact addresses and maintains this

Facility Management

• Regularly liaises with office cleaners, manages schedule
• Reports damage/defects in office furnishings and equipment to his/her superior and follows up on maintenance and repair
• Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines

Finance and accounting

• Substitutes the accountant when necessary
• Helps with the preparation of the programme budget planning
• Helps monitor expenses in accordance with the budget
• In the absence of the finance officer he is responsible for the 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

Other duties/additional tasks

• Performs other duties and tasks at the request of management

Qualification Required & Experience

• Minimum of University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)
• At least 3 years’ professional experience in a comparable position
• Good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Very good knowledge of the English language, 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

Location: Wa, Upper West Region