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Office Manager
GIZ

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

GIZ assists the German Government in achieving its objectives in the field of international cooperation. GIZ offers demand-driven, tailor-made and effective services for sustainable development worldwide. Our actions are guided by the principles of sustainability. We advocate for human rights, equal opportunities and integrity, and we promote market-oriented, ecological and social economic development.

 


 Duty Station: Gedaref
 Closing Date: 04 March 2017

GIZ assists the German Government in achieving its objectives in the field of international cooperation. We offer demand-driven, tailor-made and effective services for sustainable development worldwide. Our actions are guided by the principles of sustainability. We advocate for human rights, equal opportunities and integrity, and we promote market-oriented, ecological and social economic development.

GIZ Sudan is looking for a qualified person to fill the following position: Office Manager for Gedaref

The Office Manager is reporting to the Project Head of Administration and Finance of a new project for vocational training and food security in Kassala and Gedaref.

On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and the European Union, GIZ will start implementing a new project in Kassala and Gedaref. The start of the project and position is dependent on the host agreement between the Intergovernmental Authority on Development (IGAD) and Sudan.

The project has three areas of intervention and aims at improving the livelihoods of the local population, refugees, and migrants:

  • Supporting The government and the private sector in improving the quality and availability of market-oriented vocational training for young women and men.
  • Supporting small industry unions in providing business development services (BDS) for employment-oriented growth of small and medium-sized enterprises.
  • Improving the water management for irrigation and thereby increasing agricultural yields.

The Office Manager will be based in Gedaref.  The position will require regular travels within Sudan.

 

Responsibilities include:

  • Ensuring that the secretariat runs smoothly
  • Good communication flow
  • Daily operational performance of all administrative tasks for the entire office
  • Filing documents in reference files or in DMS in line with GIZ’s filing rules
  • Fleet management

 

Within these responsibilities, tasks include:

  1. Secretariat work and services
  • Organizing and coordinating the project managers schedule
  • Reminding, updating, and notifying the project manager of daily appointments
  • Preparing and organizing information materials for meetings
  • Answering, reviewing, forwarding and/or taking calls
  • Managing incoming and outgoing correspondence (post, fax, email) and prioritizing and organizing it
  • Replying to and looking after correspondence
  • Photocopying and scanning documents as needed
  • Participating in internal and external (team) meetings and workshops and assisting with documenting these, e.g. by taking minutes
  • Liaising with customers in a service-oriented manner on behalf of the office by providing a professional telephone service and personally welcoming visitors and maintaining a high standard in the reception area
  • Dealing with incoming and outgoing phone calls, invoices, cheques, letters, and documents

 

  1. Office coordination, office management and general coordination
  • Dealing with annual and other leave requests for contracted experts
  • Monitoring schedules and ensuring agreed blocks of time are kept clear for planned events relating to the GIZ office
  • Coordinating and organizing rooms for meetings
  • Coordinating equipment etc. required for meetings with the responsible person
  1. Administration
  • Assisting in creating and maintaining a filing system for the office, treating information confidentially, specifically in the areas of personnel and finance
  • Updating the filing system daily with incoming and outgoing correspondence
  • Maintaining the inventory list for the office/project/program
  • Coordinating of fleet management
  • Managing fuel consumption checks, log books oversight, and other related fleet management tasks
  1. General tasks
  • Welcoming visitors in a friendly manner and serving them with beverages
  • Interpreting and translating as required
  • Performing other duties and tasks at the request of management

 

Required experience and qualifications:

  • At least 3-5 years of professional experience in comparable positions
  • At least BA in (business) administration or similar area
  • Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Good management and organizational skills
  • Good communication skills
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
  • Confidential and trustful handling of data and information
  • Highly service oriented
  • Fluent written and oral knowledge of Arabic and English, German is an asset

 

To submit your application, send your CV and cover letter in English to:

E-mail: sudan.procurement@giz.de – the name of the position you are applying for must be entered in the subject line.

The application shall not exceed 1MB. References and degrees will be requested if required and shall not be sent via e-mail.

If you do not hear from GIZ until the 15th of May 2017, your application was not further considered.

 

 

 


Please submit the following documents through Sudanjob.net in soft copy:

  • In English CV
  • Motivation letter

 

 

 








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