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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.

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

 


 No. of Post: 1
 Duty Station: Gedaref
 Closing Date: 03 Dec 2019

 
 Background:

On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), GIZ is implementing the project “Food Security and Water Supply for Refugees and Host Communities in Gedaref and Kassala”.

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

  1. Improving Food Security and thereby increasing agricultural yields;
  2. Improving the nutrition security through the production of vegetables;
  3. Improving the supply of drinking water, sanitation and hygiene.

 



 
 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:

  1. 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 
  1. 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
  1. 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
  1. 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
  1. 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
  1. 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
  1. 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

 

  1. 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?
  1. 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
  1. Core scope of tasks

Knowledge Management and Information Sharing

The position holder

  • ensuring proper documentation of all related duty areas
  1. Other task/ additional responsibility

The position holder

  • contributes to other Project activities and any other tasks as required.

 
 Minimum Qualification, Skills and Experience Required:

Qualifications

  • Graduation/ Post-graduation

Professional experience

  • minimum 2-3 years in relevant occupational experience
  • Familiarity with development cooperation, bilateral or multilateral organizations and especially with GIZ related procedures will be preferable 

Other knowledge, additional competencies

  • ability to work well under pressure and must be a strong team player
  • must have good interpersonal and communication skills
  • fluency in English and good writing skills in both English and Arabic is essential
  • ability to work in an intercultural environment
  • willingness to upskill as required by the tasks to be performed – training measures to be agreed upon with line manager


 


Closing date: 3rdofDecember 2019

If you do not hear from GIZ until the 30thDecember 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 “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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