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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:

 


 Project name: Regional Project Improving the prevention of Female Genital Mutilation (FGM) in the Horn of Africa
 Supervisor: Project Manager
 No. of Post: 1
 Duty Station: Khartoum
 Closing Date: 30 June 2020

 
 Background:

Brief Description of the project/ unit

The overall approach of the project is to work with relevant actors on regional, national and local level to raise awareness for the prevention of FGM.

The project will focus on:

  • Capacity development of relevant stakeholders in the prevention of FGM on the local, national and regional level
  • Strengthening the networks of relevant stakeholders
  • Community-based and cross-border awareness-raising campaigns

 

Furthermore, transnational, national and local awareness-raising activities of state and non-state actors are implemented.

 



 
 Duties and responsibilities:

The officemanager/ programme assistant

  • Supports the finance and admin officer (in Addis) and the technical experts (in Addis, Khartoum and Hargeisa)
  • Ensures that the office runs smoothly
  • Ensures good communication and flow of information within the project and with the GIZ offices
  • Files documents in reference files or in DMS in line with GIZ’s rules
  • Assists the principal advisor and finance and admin officer in his/her administrative tasks (e.g. procurement)

Secretariat work and services

The officemanager/ programme assistant

  • takes responsibility for administrative tasks regularly monitors the stocks in the office
  • organises and coordinates appointments
  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  • replies to and looks after correspondence (replies)
  • prepares and organises information materials, e.g. for conferences and meetings
  • helps organise events and document meetings, workshops and seminars within or outside the project
  • helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations
  • participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
  • photocopies and scans documents as needed

Administration and knowledge management

The office manager/ programme assistant

  • supports the finance and admin officer in checking travel expense statements of staff for approval by the superior
  • takes responsibility for administrative tasks according to GIZ rules and regulations (PuR)
  • creates an address file with important contact addresses and maintains this
  • helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance
  • updates the filing system daily with incoming and outgoing correspondence
  • supports logistical aspects of project activities (meetings, workshops etc.)
  • supports handling of invoices, office procurements, and event-related purchases for the FGM-Prev project
  • helps monitoring the availability of accessories and stocks

 
 Minimum Qualification, Skills and Experience Required:

Qualifications

  • secondary school education
  • certificate/diploma or similar qualification from a recognised clerical college

Professional experience

  • At least 1-3 years professional experience in a comparable position
  • experience in the field of international developmentcooperation
  • experience in the collaboration with state and non-state actors is of advantage

Other knowledge, additional competencies

  • good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • very good command of English and Sudanese Arabic
  • good management and organisational skills
  • customer and service-oriented attitude
  • confidential in handling data and information
  • demonstrated cultural sensitivity and high commitment to integrity
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management








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