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Project Assistant
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.

 


 Supervisor: Project Director
 No. of Post: 1
 Duty Station: Khartoum
 Closing Date: 19 May 2021

 
 Background:

The project “Structural strengthening of employment promotion and vocational training and apprenticeship” shall strengthen the capacities of the Ministry of Labour and Social Development (MoLSD) and its subordinate institutions for the coordination of employment promotion and vocational training; especially in the fields of labour market monitoring, social dialogue, as well as the participative vocational training in line with the needs of the private sector. Further, selected business membership organisations as well as youth and women associations shall improve their service provision due to improved expertise and methodological competency. The representatives of those institutions would be empowered to voice the needs of their constituencies regarding vocational training provision and employment promotion thus enabling the MoLSD and the Supreme Council for Vocational Training and Apprenticeship (SCVTA) to gear their policies accordingly. The enhanced cooperation will be utilised in creation of new occupational standards used in training and in recognition of prior learning. Lastly, the project put its focus on the improvement of “entrepreneurial ecosystem” by establishing a start-up centre with attached workshops serving young women and men with vocational training background. Concepts for new incubation programmes for a production-oriented business, for women-led businesses, and for companies in the green and social sector shall be implemented on a pilot basis.



 
 Duties and responsibilities:

Responsibilities

  • The Personal Assistant supports the work of the Project Director by undertaking a variety of administrative and clerical tasks. He/She acts as the Project Director 's first point of contact.

 

Tasks

The project assistant performs the following tasks:

 

  • Maintain the Director's calendar and schedule of appointments.
  • Keeping the Project Director’s agenda and providing administrative and documentation support in preparing appointments, meetings, and business trips.
  • Ensuring the mission planning and administrative follow-up (mission requests, travel and accommodation arrangements, reimbursements, etc.)
  • Answering and filtering the Executive Director’s calls, taking messages,responding to general enquiries, managing the registration of incoming and outgoing correspondence.
  • Determine which commitments can be accommodated taking into account the Director's existing schedule and possible overlaps.
  • Suggest priorities among pending requests and invitations.
  • Modify appointments as requested (frequently at last-minute).
  • Prepare relevant background material and documents for meetings and conferences in which the Director is involved and communicate/information to appropriate participants (GIZ personnel and outside officials).
  • Liaise with participants of meetings in which the Director is involved.
  • Ensure the smooth flow of correspondence to and from the Office of the Director.
  • Responding to queries and requests for information and documentation whilst exercising tact, discretion and confidentiality.
  • Review and enter in a database all incoming mail, bringing urgent matters to the Director's attention immediately, with background documentation.
  • Translate routine correspondence from Arabic to English/German and vice versa.
  • Review and proof-read correspondence submitted for the signature of the Director for accuracy, grammar, punctuation and style and for adherence to established standards of format.
  • Monitor deadlines for completion of requested tasks and draws the Director's attention to pending deadlines.
  • Independently carry out routine matters, which do not require the intervention of the Director.
  • Respond to or prepare routine correspondence and other communications in English/Arabic and German, as appropriate.
  • Organize and maintain an up-to-date filing system comprising correspondence and documentation, including that of a confidential and political nature.
  • Using discretion and tact, filter telephone calls and visitors for the Director.
  • Respond to moderately complex information requests and inquiries, including of a sensitive nature, or refers calls/visitors to appropriate staff member.
  • Undertake all administrative functions pertaining to the Director's needs: maintain time and attendance records and initiates travel requests, travel advances and financial claims.
  • Make all travel arrangements for the Director, including visa formalities, hotel reservations and tickets.
  • Keep abreast of ongoing matters/issues in the Office of the Director.
  • Manage office filing system
  • Identify and resolve diverse issues/problems as they arise and determine appropriate action.
  • Coordinates extensively with GIZ staff and outside officials with regard to all of the above duties.
  • Is responsible for arranging uninterrupted office coverage.
  • performs other duties and tasks at the request of management.

 


 
 Minimum Qualification, Skills and Experience Required:

  • University degree in financial administration, finance, business administration.
  • Minimum of 1-3 years of relevant occupational experience. Work for an international company or development organization is an advantage.
  • Ability to work independently and take initiative, anticipate problems and develop alternative solutions, exercises excellent judgment and discretion
  • Knowledge of general office and administrative policies, processes and procedures; familiarity with procedures and systems of GIZ
  • Client orientation and ability to work under pressure when required
  • Good interpersonal skills and ability to work in a multicultural environment with sensitivity to and respect for diversity; proven ability to develop and maintain effective working relationships with officials and partners at all levels
  • Good organizational and planning skills and ability to use time efficiently
  • Excellent communication skills both spoken and written
  • Ability to work collaboratively with colleagues to achieve organizational goals
  • Solid computer skills, full proficiency in MS office applications; knowledge of other IT applications an advantage
  • Excellent command of spoken and written English and Arabic
  • Command of German language is a big asset

Women and people with physical disability are highly encouraged to apply


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

  • In English CV
  • Motivation letter

 

 

 








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