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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: Gedaref
 Closing Date: 15 March 2019


The officer is reporting to the Finance and Administration Manager of the vocational training and food security for refugees and host communities project in Eastern Sudan.

On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and the Delegation of the European Union, GIZ started the implementation of a new project recentlyin Kassala and Gedaref. The project aims at improving the livelihoods of the local population and refugees alike in two areas of intervention:

1)     Supporting the government and the private sector in improving the quality and availability of market-oriented vocational training for young women and men;

2)     Supporting small industry unions in providing business development services (BDS) for employment-oriented growth of small and medium-sized enterprises.

TheOffice Manager will be based in Gedaref.

 Duties and responsibilities:

A.         Responsibilities

•                  Property management

•                  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


B.         Tasks

1.         Secretariat work and services

•                  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


2.         Office coordination, office management and general coordination

•                  Office coordination and general office management

•                  Monitoring schedules and ensuring agreed blocks of time are kept clear for planned events relating to the GIZ office 

•                  Coordinating and organizing and preparing rooms for meetings

•                  Coordinating equipment etc. required for meetings with the responsible person


3.         Administration


•                  Ensure that the office is clean and functioning smoothly on a daily basis.

•                  Overseeing the external service providers including the cleaning (inside the office and the grounds), security services and internet services.

•                  Coordinating fleet management

•                  Managing fuel consumption checks, log books oversight, and other related fleet management tasks

•                  Generator monitoring, service, re –fuelling, log book maintenance

•                  Hotel reservations for staff and visitors.

•                  Managing the office first aid kit

•                  Managing the key inventory, for the office and vehicles in a lockable cabinet.

•                  Stationery inventory stock management

•                  Creating and maintaining a filing system for the property and fleet management related issues, including, but not limited to: project vehicle files, fuel monitoring, service schedules for vehicles, generator, water tanks, indoor and outdoor cleaning services, stationery stock records, etc


4.         General tasks

•                  Welcoming visitors in a friendly manner and serving them with beverages

•                  Interpreting and translating as required


5.    Other duties/additional tasks


Performs other duties and tasks at the request of management

 Minimum Qualification, Skills and Experience Required:


  • 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 up skill 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  


 Professional experience

  • At least 3 years’ professional experience in a comparable position

Closing date:15.03.2019

If you do not hear from GIZ until the 15.04.2019your application was not further considered.

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

E-mail: giz-recruitment-sudan@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.

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