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Senior 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.

 


 Vacancy No: 10/2021
 Section/Unit: EIK Admin
 Grade Level: 4
 Supervisor: No
 No. of Post: 1
 Duty Station: Khartoum
 Duration: One Year
 Closing Date: 28 Oct 2021

 
 Background:

 

Job creation and vocational qualifications are key in Germany’s development cooperation with Sudan. In 2019, Germany’s Federal Ministry of Economic Cooperation and Development (BMZ) commissioned Deutsche Gesellschaft für internationale Zusammenarbeit (GIZ) to implement the “Employment Initiative Khartoum: Perspectives for the Future for Refugees and Host Communities”, in 2021 the European Union (EU) co-funded the project. The initiative works to enable the private sector, vocational training institutions and entrepreneurs to create a better future for refugees and local communities in Khartoum. The objective is to help improve employment conditions for these target groups in the state. The programme therefore runs various measures for vocational qualification and employment promotion



 
 Duties and responsibilities:

  • Keep the Project Manager’s agenda, maintain the calendar and schedule of appointments, support in preparing appointments and meetings
  • Review e-mails, bringing urgent matters to the Project Manager’s attention immediately, with background documentation
  • Manage documentation, organize and maintain an up-to-date filing system comprising correspondence and documents
  • Respond to queries and requests from the Project Manager for information and documentation whilst exercising tact, discretion and confidentiality
  • Liaise with stakeholders with which the Project Manager is involved and ensure the smooth flow of correspondence to and from the Project Manager vis a vis other GIZ projects, the country office and external stakeholders. This includes
    • Follow up on communication with partners, donors and other stakeholders
    • Prepare relevant background material and documents for meetings and conferences in which the Project Manager is involved and communicate to appropriate participants (GIZ personnel and outside officials)
  • Monitor deadlines for completion of requested tasks towards the team and draws the Project Manager’s attention to pending deadlines
  • Review and proof-read correspondence submitted for the signature to the Project Manager on accuracy, grammar, punctuation and style and for adherence to established standards of format and corporate guideline
  • Respond to or prepare routine correspondence and other communications in English/Arabic as appropriate and translate routine correspondence from Arabic to English and vice versa
  • Undertake all administrative functions pertaining to the Project Manager’s needs and initiate travel requests, organise visa, hotel reservations and tickets, travel advances and financial claims of the Project Manager
  • Assist in HR related matters including maintenance of time and attendance records, registering leave and other absences as well as support the team members in travel requests, reimbursements, booking
  • Substitute the logistic professional during absences
  • Arrange uninterrupted office coverage, organize and manage maintenance of technical equipment, such as mobile phones, internet, laptops, printers
  • Organize team events, support team building related activities and participate in cross-cutting working groups proactively
  • Perform other duties and tasks at the request of management

 


 
 Minimum Qualification, Skills and Experience Required:

 

  • At least 10 years’ professional experience in a comparable position
  • University degree in relevant specialization and qualification in business administration desirable (equivalent of BA)
  • Experience in development cooperation, NGOs or international organizations
  • Excellent working knowledge and affinity towards ICT and computer applications (e.g. MS Office, specifically Access, Teams and Outlook)
  • Excellent written and oral knowledge of English and Arabic
  • Excellent communication and organizational skills
  • Efficiency and accuracy
  • Discretion and integrity
  • Punctuality and diligence
  • Teamworker
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

 


We are an equal opportunity employer and welcome job applications from people with disabilities. Women are encouraged to apply.


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

  • In English CV
  • Motivation letter

 

 

 








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