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Senior Office Manager

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.

The GIZ Office in Khartoum is looking for a qualified person to fill the following position:


 Duty Station: Khartoum and possible duty trips to other States in Sudan if required
 Closing Date: 25 Feb 2019


Senior Office Manager for the Country Representative with duty station in Khartoum and possible duty trips to other States in Sudan if required.

 Duties and responsibilities:


The Office Manager is responsible for:

  • the secretariat
  • ensuring the daily operational performance of all administrative tasks for the countryrepresentative
  • a smooth communication flow, coordinating and managingappointments
  • filing documents in hard and soft copy in line with GIZ’s filingrules

The Office Manager and Personal Assistant performs the following tasks:

  1. Tasks
  1. Secretariat work andservices
  • organizes and coordinates schedules
  • manages incoming and outgoingcorrespondence
  • reminds, updates and notifies the director of dailyappointments
  • prepares and organises information materials for meetings
  • answers, reviews, forwards and/or takescalls
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organisesit
  • photocopies and scans documents asneeded
  • participates in internal and external (team) meetings and workshops and assists indocumenting and preparing these, e.g. by taking minutes, travel requirementsetc
  • Booking and arranging travel, visas, transport, and accommodation

2.Office coordination, office management and generalcoordination

  • processes annual and other leave requests for contractedexperts
  • coordinates and monitors schedules
  • coordinates and organises meetings, incl. room bookings and preparation of equipment
  • coordinates equipment etc. required for meetings with the responsibleperson
  • coordinating with Risk Management for a secure officeenvironment
  • supporting new staff in familiarizing themselves with the working environment inSudan
  • regularly prepares a list of events and updates GIZ Sudan staffaccordingly
  • organizes official functions and receptions


  • assists in creating and maintaining a filing system for the office
  • updates the filing system daily with incoming and outgoingcorrespondence

4.Other duties/additionaltasks

  • performs other duties and tasks at the request ofmanagement
  • interprets and translates texts as required
  • welcoming and settling in visitors to the office

 Minimum Qualification, Skills and Experience Required:

Required qualifications, competences and experience Qualifications

  • At least BA in (business) administration, legal background or similarfield of study

Professional experience

  • At least 5 years professional experience in a comparableposition

Other knowledge, additional competences

  • very good working knowledge of ITC technologies (e.g. MS Office, phone, email, other applications)
  • good organisational skills
  • good oral and written communicationskills
  • confidential and trustful handling of data andinformation
  • highly serviceoriented
  • accuracy and attention to detail
  • ability to deliver high quality work under pressure
  • fluent written and oral knowledge of Arabic and English, German would beanasset


Closing date: 25th of February 2019

If you do not hear from GIZ until the 15th of April 2019, your application was not further considered.

Please submit you CV of maximum two pages and a cover letter of maximum one page to giz-recruitment-sudan@giz.de; subject line “Senior Office Manager”.

The application shall not exceed 1MB. Please also desist from sending any further certificates or attachments. References and degrees will be requested if required.

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