Administrative Assistant

Job Description

Administrative Assistant

GIZ- Internal/External Vacancy Announcement ‘#062/2023’

GIZ-AU Office

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development dedicated to shaping a future worth living around the world. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in achieving their objectives in international cooperation in around 120 countries.

Since 2004, GIZ has been a reliable and trusted partner of the African Union (AU) to enhance inclusive growth and sustainable development on the African continent in line with the AU’s Agenda 2063: The Africa We Want. With more than 200 staff, GIZ African Union cooperates with the AU Commission, as well as the AU’s specialised institutions and agencies, such as the Development Agency AUDA-NEPAD, at continental, regional and national level in more than 35 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance and Migration, Sustainable Economic Growth and Employment, as well as Health and Social Development.

The GIZ African Union Office headquartered in Addis Ababa, Ethiopia, with further staff based in South Africa, Ghana, and Germany provides services and support in the areas of procurement, financial management, events and travel, human resources, internal operations, communication, and portfolio management to all GIZ programmes and projects that are implemented in partnership with the African Union.

The AU Office in Addis Ababa has formed the Service Unit (SU) Finance & Accounting for the diverse portfolio of the GIZ AU as part of the commercial bundling. This commercial bundling is a pilot project in GIZ and will require the assumption of various tasks in the future in order to ensure financial and administrative processes with a high-quality standard. The Service Unit Finance & Accounting has to make sure that all relevant processes are done according to PuR (Procedures and Rules) of GIZ.

The position of the “Administrative Assistant” is part of the Service Unit (SU) Finance & Accounting that will assure finance-related processes in the Service Unit. The “Administrative Assistant” will also work together with other Service Units in the AU Office, with all AU projects, and with the Country Office of Ethiopia.

Contract Duration:        31/12/2024

Responsibilities and Duties

A. Responsibilities

• In your role, you perform the specified commercial, organizational, financial, and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordance with the specified objective and with due regard for legal, contractual, and internal requirements and procedures. 
• You deal independently with specialist matters associated with processing offers and commissions, finance, monitoring costs, and IT and perform all the related organizational and administrative tasks. 
• You work constructively with all internal and external colleagues in your area of responsibility and ensure that the administration of all processes runs smoothly. Your key duties include maintaining appropriate internal and external communications.
• In response to inquiries, you provide general information within your specialist area based on established processes and with due regard for compliance rules. You also provide information and advice on internal workflows.
• You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.
• You perform the tasks assigned to you by your line manager, where required.

B. Tasks

1.     Managing daily cash and bank payments:

The Administrative Assistant

• Handles petty cash and bank payments according to P+R.
• Prepares vouchers and coversheets according to P+R.
• Prepares checks for payment.
• Does the daily registration of all payments in WINPACCS cashbook and bankbook according to P+R.
• Reconciles the cashbook and cash account daily.
• Reconciles the bankbook twice a month.
• Reports any surplus or shortfall in cash without delay.
• Reports without delay if the cash holding reaches a minimum level.
• Scanning of all vouchers and other documents according to P+R.
• Performs the tasks assigned by the line manager, where required.

2.     Financial Services in general:

The Administrative Assistant:

• Prepare the monthly closing with all related documents
• Scans all vouchers which are linked to the cashbook, bankbook, and other documents when required.
• Collaborates with the project staff to assure good quality in all finance-related procedures.
• Supports the Internal Control (IC) in the projects and in AU Office.
• Assure the application of the IC recommendation in finance-related matters related to the position.
• Supports invoice checking.
• Supports in the preparation of cost distribution sheets.
• Is responsible for the knowledge management related to the position according to PuR.
• Perform the tasks assigned by the line manager, where required.

3.     Financial Services: VAT, WHT & Tax Declaration

• The Administrative Assistant/e:
• Supports the overall process of VAT: declaration, claim, rejection & reimbursement.
• Supports in the monitoring of VAT-related receivables and the follow-up of the settlement of the VAT.
• Prepare the monthly withholding tax payment for GIZ AU Office.
• Prepare quarterly tax declaration reports for AU Office.
• Perform the tasks assigned by the line manager, when required.

4.     Other duties:

The Administrative Assistant:

• Will learn the tasks of the other members of the Service Unit to be capable to deputize them when needed.
• Will participate in different meetings and take over the moderation and documentation (minutes).
• Advisory role in finance and admin issues related to the job.
• Will perform other duties & tasks assigned by the line- manager.

Job Requirement

Required qualifications, competences, and experience

 Qualifications

• A university degree in Accounting & Finance, Business Administration, or any other relevant field.
• Excellent writing, editing, and proofreading skills.
• Excellent command of spoken and written English.
• Very good knowledge of MS Office (Outlook, MS Teams, Word, Excel).
• Strong organizational and analytical skills.
• Solution and service-oriented attitude and working philosophy.
• Open to learning and overtaking new tasks required by the company or internal procedures.
• Integrity and loyalty to the company.
• Ability to meet tight deadlines and anticipate next steps or needs.
• Ability to train independently.
• Well-developed interpersonal and team working skills; ability to operate effectively in teams, proactive, reliable, and positive work attitude.
• Ability to deal sensitively in multicultural environments.
• Based in Addis Ababa.

Professional experience

• Experience of minimum 2 years in finance and administration or in a similar position.
• Experience in organizational development and change management.
• Working experience in the field of international cooperation is an asset.