Context

Several GIZ projects operating in Sudan are sharing an office building in Khartoum and are in need of an office manager who will handle the various tasks of office management such as fleet management, facility management, leave monitoring as well as phone and office services

1. Responsibilities

The office manager is responsible for

• liaising with customers in a service-oriented manner on behalf of the projects by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area
• answering enquiries regarding the project set-up
• management and maintenance of office infrastructure
• managing and refilling the stock of office consumables
• organising smaller office events and supporting in the organisation of bigger project events
• performing reception and secretariat services on a daily basis
• drivers’ schedule and logbook checking

2. Tasks

1. Phone and reception services

The office manager

• answers and accepts phone calls and messages and/or forwards them
• maintains a call back list of all incoming calls which cannot be taken by the relevant staff member
• registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages, invoices, tender documents) and delivers it to the respective recipients
• ensures that visitors are comfortable by offering refreshments etc.

2. Office work and services

The office manager

• ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
• sorts and distributes incoming correspondence (email, fax, other official documents)
• is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these
• is responsible for managing the fleet management for the projects, including drivers’ schedule and checking logbooks
• Is responsible for overseeing the work of office support staff
• Maintains the leave monitoring, project phone cascades and presence/absence plans
• Manages and maintains the office infrastructure including office consumables and initiates respective procurements

3. Other duties/additional tasks

The receptionist performs other duties and tasks at the request of management

1. Qualifications

• At least secondary school education, preferably a bachelor’s degree in administration or similar fields

2. Professional experience

• at least 1-3 years’ professional experience in a comparable position

3. Other knowledge, additional competences

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• very good knowledge of Arabic and English, ideally a knowledge of German
• politeness and helpfulness in dealing with visitors
• knowledge of administrative procedures such as public procurement
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Please note that any tasks and responsibilities carried out by the office manager are subject to change at the request of management.

We actively encourage applications from women and people with disabilities.

Closing date:29^thFebruary 2020

If you do not hear from GIZ until the 15^th of March 2020, your application was not further considered.

Please submit the following documents in soft copy, in English:

• CV
• motivation letter

through the Sudanjob.net website.

Additional documents may be requested at a later date.

Please submit the following documents through Sudanjob.net in soft copy:

• In English CV
• Motivation letter