Office Manager and Administrator
GIZ- Internal/External Vacancy Announcement #52/2017
GIZ- Sport for Development in Africa (S4DA)
As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives. GIZ promotes complex reforms and change processes.
In Ethiopia, GIZ has been working for more than 50 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on commission of the Ethiopian government and international donors.
Sport for Development in Africa (S4DA) is GIZ program commissioned by German Federal Ministry for Economic Cooperation and Development (BMZ) and on commission of the Ethiopian Government and International Donors. GIZ-S4DA Ethiopia is looking to recruit an Intern for GIZ Office as specified below.
Position: Office Manager and Administrator
Remuneration: As per the GIZ scale
Application deadline: June 06, 2017
Place of Work: Addis Ababa
Responsibilities:
The Office Manager is responsible to plan, organise and implement office functions and provide the necessary support to the project “sport for Development in Africa”. He/she is accountable to the Project Manager.
The project “Sport for Development in Africa” has a regional approach and most of the project activities will be implemented in the five African countries Ethiopia, Kenya, Namibia, Togo and Mozambique. Furthermore the project will be active in up to six more African countries. The project office in Ethiopia is the hub of the project and is of high importance. The Office Manager will be responsible for the relevant duties in Ethiopia but if necessary will also be involved in processes in the other countries.
Major tasks:
§ Administration and management of daily office operations
§ Organizes and coordinates work flow and S4DA activities
§ Facilitates information exchange between the projects’ members, work partners and other institutions
§ Gathers and disseminates relevant information for the staff
§ Handles visitors and client management
§ Arranges programmers of delegations
§ Arrange project activities like meetings, workshops, conferences, VIP-visits etc;
§ Communication with S4DA HQ and other core country offices
Administration tasks
§ International and domestic travel and hotel accommodation arrangements for the sector manager and other personnel.
§ Manages normal and electronic filing systems
§ Keeps track of e-mail, address list etc.
§ Handles petty cash
§ Prepares service requests and financial vouchers
§ Facilitates small procurements
§ Facilitate small contracts
§ Knowledge of GIZ procedures and processes is an advantage
Secretarial tasks:
§ Drafts letters and general correspondences and memos in English language
§ Drafts minutes of meetings
§ Capable to design Excel-sheets and to translate texts into well-designed PowerPoint-presentations
§ Handles telephone calls and keeps the project’s staff informed of all phone calls, meetings and other commitments.
§ Arranges appointments with persons from outside the project and schedules visitors to the project’s staff.
Other duties/additional tasks:
§ Assists in and/or carry out other project activities and other tasks given by the sector manager
Qualifications and Experience:
§ A minimum of B.A degree in business administration or related fields
§ Minimum of 3 years relevant working experience
§ Knowledge administration/management; experience with travel and travel claim management; experiences in financial management and human resource is an advantage
§ Experience and knowledge in application Microsoft Office software
§ Very good Amharic and English language skills, written and oral; German language skill is an advantage
§ High degree of efficiency, team-working, integrity and accountability
§ Affinity for sport and interest in the subject sport for development is an advantage.
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