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Duties and responsibilities:
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Keep the Project Manager’s agenda, maintain the calendar and schedule of appointments, support in preparing appointments and meetings
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Review e-mails, bringing urgent matters to the Project Manager’s attention immediately, with background documentation
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Manage documentation, organize and maintain an up-to-date filing system comprising correspondence and documents
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Respond to queries and requests from the Project Manager for information and documentation whilst exercising tact, discretion and confidentiality
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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
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Follow up on communication with partners, donors and other stakeholders
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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)
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Monitor deadlines for completion of requested tasks towards the team and draws the Project Manager’s attention to pending deadlines
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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
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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
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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
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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
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Substitute the logistic professional during absences
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Arrange uninterrupted office coverage, organize and manage maintenance of technical equipment, such as mobile phones, internet, laptops, printers
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Organize team events, support team building related activities and participate in cross-cutting working groups proactively
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Perform other duties and tasks at the request of management
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Minimum Qualification, Skills and Experience Required:
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At least 10 years’ professional experience in a comparable position
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University degree in relevant specialization and qualification in business administration desirable (equivalent of BA)
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Experience in development cooperation, NGOs or international organizations
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Excellent working knowledge and affinity towards ICT and computer applications (e.g. MS Office, specifically Access, Teams and Outlook)
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Excellent written and oral knowledge of English and Arabic
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Excellent communication and organizational skills
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Efficiency and accuracy
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Discretion and integrity
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Punctuality and diligence
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Teamworker
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Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
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