|
Duties and responsibilities:
The position holder is responsible for:
-
independent implementation of goals and requirements set by the line manager
-
in consultation with line manager, assume duties related to the project’s planning, steering, monitoring and reporting
-
help shape the project strategy, in particular with regard to changes or reorientation, and ensure knowledge management is adequate
-
apply technical knowledge to solve problems in everyday operations
-
be responsible to make decisions which have a short-term effect within a limited project area/ unit
-
assist supervisor to identify day to day problems and suggest appropriate solution
In this context, the position holder fulfils the following tasks:
-
Core scope of tasks
Vehicle Management
The position holder does
-
responsible for vehicle maintenance, servicing registration, fitness and insurance done regularly
-
arrange and manage the parking at the project office in Gadarif
-
responsible for daily and monthly log book checking and verification signature from line manager to ensure four eyes principal
-
enters the fuel consumption data in the GIZ format and manages for proper documentation of the daily and monthly fuel consumption reports
-
Vehicle maintenance and Log book checking on daily basis
-
fuel consumption calculation and maintaining on regular basis
-
assists the line manager on internal and external audit in terms of vehicle management
-
Core scope of tasks
Procurement of Flight Tickets
The position holder does
-
receives the TRF form the project staffs
-
coordinates with the Coordination Office to purchase the air ticket
-
monitors process of flight ticket purchase and the booking of cost in Project
-
Core scope of tasks
AMA service on boarding
The position holder does
-
sends the Logistic Email to the incoming mission, short term consultants, international and regional staffs of GIZ with coordination of Coordination Office in GIZ Khatroum
-
books accommodation, transportation according to the arrival
-
introduces the incoming mission, short term consultants, international and regional staffs with the project staffs and the specific policies on the Project office level in Gadarif
-
organizes office space and other logistic for the incoming mission, short term consultants, international and regional staffs
-
coordinates with Coordination office in whenever necessary in regard to AMA service onboarding
-
Core scope of tasks
AMA service onboarding
The position holder
-
sends the Logistic Email to the incoming mission, short term consultants, international and regional staffs of GIZ with coordination of Coordination Office in GIZ Khatroum
-
books accommodation, transportation according to the arrival
-
introduces the incoming mission, short term consultants, international and regional staffs with the project staffs and the specific policies on the Project office level in Gadarif
-
organizes office space and other logistic for the incoming mission, short term consultants, international and regional staffs
-
coordinates with Coordination office in whenever necessary in regards to AMA service onboarding
-
Core scope of tasks
Internal Travel Management
The position holder
-
acts as focal person for travel for the project staffs
-
manage, execute and provide necessary administrative support for the project on all types of travel &
-
ensure all travel arrangements are made according to needs resulting in successful execution of travels for internal staff members, counterparts and in-coming visitors. These include managing for hotel booking, vehicle and other necessary arrangements
-
Ensure all travel claims (Domestic & abroad) of the travellers (both internal and external) follow GIZ rules and regulations whenever necessary
-
receives TRF from Staff
-
Core scope of tasks
Event Management: Travel, Event, Facility and Logistic
The position holder
-
act as focal person for event management related all matters of the project
-
manage, execute and provide necessary administrative support for the project on all types of event e.g. Booking of conference room, booking accommodation, catering and other logistics
-
mobilization of internal resources to support project meetings, workshops and events
-
carry out effective coordination role for successful events/ trainings/ workshops
-
update with project team members on time about the status of the event management
-
coordinate effectively with GIZ Coordination Office travel unit colleagues
-
Core scope of tasks
Internal Administration
The position holder
-
carry outs maintenance of the project office building in Gadarif e.g. electricity, water and small-scale maintenance works
-
looks after the cleaning service optimisation
-
liaison with building owner of the project office in Gadarif
-
received and sends documents/letter/vouchers to the GIZ Coordination Office or other destinations and vise-versa. Ensure proper documentation sent and receive
-
reports to the line manager of any challenges occurs in term of Internal Administration
-
Core scope of tasks
Reporting Supervision of Drivers
The position holder
-
acts as a reporting supervisor of the duty drivers of the Project
-
manages the driver’s duty roster and ensure that drivers overtime is fairly distributed and adhere to the policies issued by the GIZ Coordination Office
-
advices the line manger on necessary capacity development of the drivers
-
updates Drivers with PnR and country specific regulation in regards to the over time management, vehicle management and security updates
-
ensures that mandatory trainings are provided to the drivers
-
does the daily performance monitoring of the drivers and participating in staff development talk of the drivers?
-
Core scope of tasks
Communication and Reporting
The position holder
-
keeps abreast knowledge of rules and regulations (PuR) and Country specific rules and communicate the same with concerned project staffs in the regarded duty areas
-
liaison between project staff, the vendor and the GIZ coordination Office
-
ensures smooth communication with project staff and Coordination Office as and when needed
-
ensures managing proper knowledge sharing sessions within the project team members
-
liaison with Project team members on time about the status of each service in the event of delays
-
Core scope of tasks
Knowledge Management and Information Sharing
The position holder
-
ensuring proper documentation of all related duty areas
-
Other task/ additional responsibility
The position holder
-
contributes to other Project activities and any other tasks as required.
|