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

How to Apply For the Job

Interested and suitable applicants are to forward their applications with a detailed Curriculum Vitae and a half to one page letter addressing the applicant’s motivation by email to:

[email protected]

Closing Date: 19 December, 2018