Office Manager
GIZ-Internal/External Vacancy Announcement #015/2018
GIZ-SURED
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 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.
The Sustainable Land Management Program (SLMP) is one of the Flagship programs of the Ministry of Agriculture and Natural Resources of the Ethiopian government. It has been designed under the long-term (2009-2023) Ethiopia Strategic Investment Framework for Sustainable Land Management (ESIF) and the Agricultural Sector Policy and Investment Framework (PIF). Both are designed to strengthen domestic and foreign support as well as planning of investments that contribute to Ethiopia’s agricultural growth and development agenda for addressing issues related to the existing challenges related to land and water resources.
GIZ has been supporting the implementation of SLMP since 2008 in different forms in Amhara, Oromia and Tigray regions. Starting from 2015, GIZ SLM has increased its geographical coverage and included three additional regions, Benishangul-Gumuz, Gambella and Southern Nations Nationalities Peoples’ Region.
GIZ-SURED (Sustainable Use of Resources for Economic Development 2018–2020) will be focusing on the economic development and sustainable utilization of rehabilitated areas. Against this background, GIZ Ethiopia is looking to recruit an Office Manager for GIZ-SURED as specified:
Position: Office Manager
Remuneration: As per the GIZ scale
Application deadline: February 7, 2018
Place of Work: Addis Ababa
Responsibilities:
· Ensuring efficient standard correspondence and communication (letters, calls, response to invitations);
· Liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, welcoming visitors and maintaining a high standard of professionalism in the reception area;
· Performing reception and secretariat services on a daily basis;
· Filing and overseeing documents in reference files or in Document Management System in line with GIZ’s filing rules;
· Assisting the program team in administrative tasks (e.g. procuring tickets).
Tasks:
· Sort, classify and distribute incoming correspondence (e-mail, letters and other official documents).
· Produce documents and presentations to manage data by using a variety of software packages (including WORD, Visio, Excel, Access and PowerPoint).
· Develop, organize and update a standard reply system for letters, e-mails, etc.
· Create and regular update a list of contacts and addresses (telephone, fax, email).
· Register, document and organise incoming and outgoing correspondence (letters emails, packages and personally delivered messages).
· Be responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc.
· Report damages of office premises and equipment immediately.
· Assist in the logistical management and set up of the meeting rooms when needed, check the stock of workshop and moderation material all the time.
· Organise travel and accommodation for staff and other external parties.
· Manage the daily/weekly/monthly agenda and arrange new meetings and appointments of major units of the programme.
· Perform other duties and tasks at the request of management.
Qualifications and Experience:
· Bachelor Degree in relevant field.
· Minimum of 3 years relevant professional experience, in an international organisation or similar working environment is an asset.
· Good working knowledge of ITC technologies (phone, fax, e-mail, internet).
· Verifiable skills using packages such as MS Office applications (i.e. Outlook, Word, PowerPoint).
· Ability to draft official letters and presentations in a speedy and correct way in English.
· Excellent communication skills in English and Amharic language are mandatory.
· Trustworthiness and ability to maintaining strict confidentiality and observing data protection and associated guidelines where appropriate.
· Ability to organize and prioritize several tasks at the same time working in a dynamic environment.
· Ability to work independently, unsupervised and as part of a multicultural and international team.
· Appropriate appearance and attire.