Office Assistant
GIZ- Internal/External Vacancy Announcement #140/2017
GIZ - EnDev
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.
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. Of our 18,260 employees in some 120 countries, almost 70 per cent are national personnel working in the field.
As a public-benefit German federal enterprise, we are committed to meeting our clients’ high standards with regard to transparency and accountability. German and European values are central to our work. 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 benefit from our services, too.
In Ethiopia GIZ has been implementing development programs on behalf of the German government for over 40 years jointly 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. Further programs enhance the development of a sustainable textile sector and renewable energies. GIZ Energizing Development Ethiopia is looking for a qualified candidate as per the detail below:
Place of Work: Tigray regional office, Mekelle
Application deadline: December 23, 2017
Required Candidate: One
Responsibilities:
A. Responsibilities:
· The office assistant is responsible for;
· Performing general clerical services;
· Assisting the office experts and the finance and administrative assistant with their tasks as instructed;
· Assisting with filing documents in reference files with GIZ’s filing rules;
· Collect the monitoring data every month from producers and retails and report to the regional manage
The office assistant performs the following tasks:
B. Tasks
1. Clerical services
The office assistant (procurement/HR assistant);
· ensures that the necessary office supplies are available;
· purchases office equipment and supplies within set value limits;
· reports damage to the administrative officer, organises and monitors the service and repair of office equipment;
· Keep all stationery materials for immediate office use;
· Types general correspondences, reports, manuals and memos using a computer, English and Amharic language;
· Drafts routine letters to different persons and organizations;
· Prepares minutes of staff meetings or other meetings if required;
· Receives incoming e-mail and other messages and correspondences and re-routes to concerned person or office;
· Ensures that messages and outgoing correspondences are dispatched by mail, e-mail, hand or fax;
· Collects sells and production of various stoves and sends to main office for further data analysis;
2. Support for administrative officers:
The office assistant
· photocopies and scans documents as needed;
· organizes and compiles information materials;
· labels files in accordance with GIZ filing rules;
· completes forms and tables in accordance with specific instructions from the administrative manager;
· assists in the arrangement of appointments with persons from outside the project and schedules visitors to the project staff;
· documents service requests and enquiries;
· Handles telephone calls and keeps the project staff informed of all phone calls, meetings and other commitments;
· Makes hotel bookings and flight reservations for project staff and visitors;
3. Monitoring Date Collection
The office assistant collects sales data of stove and solar materials from producers and retailers
4. General tasks
The office assistant
· runs errands, e.g. paying invoices, delivering and collecting documents;
5. Other duties/additional tasks:
The office assistant
· performs other duties and tasks at the request of management;
A. Required qualifications, competences and experience:
Qualifications:
· Secondary school or technical school graduate
Professional experience:
· at least 1-3 years’ professional experience in a comparable position;
Other knowledge, additional competences:
· good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office);
· good knowledge of the English language and knowledge of local language;
· willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management;