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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:


 No. of Post: 1
 Duty Station: Khartoum
 Closing Date: 03 Oct 2019


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


Senior Office Manager for the Director GIZ Office with duty station in Khartoum.

 Duties and responsibilities:

The Office Manager is responsible for:

  • Independently managing the secretariat, including communication, appointments
  • ensuring the daily operational performance of all administrative tasks for the Director GIZ Office
  • ensuring a smooth internal and external communication flow, coordinating and managingappointments for the director
  • filing documents in hard and soft copy in line with GIZ’s filingrules


The Senior Office Manager performs the following tasks:

  1. Tasks
  1. Managing the secretariat work andservices
  • Independently organizes and coordinates appointments for the Director;plans, updates and notifies the director of daily and weeklyappointments
  • manages all incoming and outgoingcorrespondence in a timely and reliable manner(post, email) and prioritises and organisesit
  • participates in internal and external (team) meetings and workshops; ensures documenting by taking minutes in English
  • answers, forwards and/or takescalls
  • prepares and organises information materials for meetings
  • photocopies and scans documents asneeded
  • Booking and arranging travel, visas, transport, and accommodation


2.Office coordination, office management and generalcoordination

  • processes annual and other leave requests for seconded internationalexperts
  • 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 seconded staff in familiarizing themselves with the working environment inSudan
  • regularly prepares a list of events and updates GIZ Sudan staffaccordingly
  • supports in organizing official functions and receptions



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


4.Other duties/additiona ltasks

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


 Minimum Qualification, Skills and Experience Required:


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

Professional experience

  • At least 10 years professional experience in a comparableposition

Other knowledge, additional competences

  • excellent English and Arabic communicationskills, written and oral; knowledge of the german language is a very strong asset
  • excellent organisational skills, social sensitivity, high networking ability
  • very good working knowledge of ITC technologies (e.g. MS Office, phone, email, other applications)
  • fully confidential and trustful person, reliable handling of data andinformation
  • highly serviceoriented
  • high accuracy and high attention to detail
  • ability to deliver high quality work under pressure



Closing date: 3rd of October 2019

If you do not hear from GIZ until the 30th October 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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