In your role you perform the specified commercial, organizational administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordnace with the specified objective and with due regard for legal, contractual and internal requirements and procedures.

In this context, you deal independently with specialist matters and use the necessary digital tools for knowledge management. Your main tasks include ensuring that day- to -day business runs smoothly. You respond to written enquiries reply to non-standard queries, prepare reports and correspondence and translate texts, where necessary.

Your key duties include maintaining appropriate internal and external communications, you have the multilingual skills required to deal with specialized contexts.

In response to enquiries, you provide general information within your specialist area based on established processes and with due regard for compliance rules. you also provide information and advice on internal workflow.

You provide support for knowledge management and ongoing process development in your area of responsibility. you also prepare and share documentation.

You perform the tasks assigned to you by your line manager, where required.

B. Summary of responsibilities 

   The Office Manager is responsible for:

• Ensuring a smooth running of the office and a good flow of communication and information within and outside the GIZ-Country Office.
• Provides administrative services

     The Office Manager performs the following tasks:

     Tasks

• The Office Manager manages incoming and outgoing correspondence, GIZ-Sudan Email address 
• Management of all the correspondence/ documents and ensuring proper filing system according to GIZ regulations 
• Assists in the logistical management and documentation of meetings, e.g MTM, Town Hall meetings etc. 
• Organisation and Minuting of MTM, Country Team Meeting (Laenderteamtreffen), Workshops, Seminars, and other activities inside and outside the office
• Attends internal team meetings/workshops and writes minutes 
• Supports the logistics of GIZ HQs visitors’ programs, makes travel arrangements, and manages travel requirements (tickets, flight and hotel booking, transport, etc.)
• Participates in organizing events such as Team Building workshops
• Coordinating with Risk Management Advisor for a secure office environment
• Supporting new Project Managers in familiarizing themselves with the working environment in Sudan
• Assists short-term experts with logistical problems (e.g. transport services) during their assignments
• Preparation of visa and other required permissions and passport issues concerning the host country government bodies, the German Embassy, and other official bodies
• Hotel Booking and Accommodation for colleagues from other GIZ Offices
• Preparation of meetings through preparing overviews, and summaries as needed in collaboration with Project managers and portfolio manager 

       Other duties/additional tasks

The Office Manager

• Coordinates and monitors time schedule and maintains Country Directors appointment schedule
• Organizing Country Director’s official trips
• Regularly prepares a list of events and updates GIZ / Project staff accordingly 
• Organize official functions and receptions convened by the Country Director
• Updating GIZ Staff Contact Lists (AMA list, National Staff list etc.)

Qualifications 

• Bachelors’ degree in office management/administration or similar area

Professional Experience 

• At least 3-5 years of professional working experience in a similar position

Additional competencies 

• Good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office)
• Good interpersonal communication skills 
• Good command of English 
• Excellent management, administrative and organizational skills
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management 

Women and People with Disabilities are encouraged to apply.

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

• In English CV
• Motivation letter