Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH Project/Programme Assistant Jobs in Ethiopia

Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH Project/Programme Assistant

Jobs in Ethiopia

Job Id: 221896

Category: Admin, Secretarial and Clerical

Location: Addis Ababa

Career Level: Mid Level ( 2+ - 5 years experience)

Employment Type: Full time

Salary:

Job Description

Project/Programme Assistant

Internal/External Vacancy Announcement #149/2019

GIZ- AU Program


Background

As a provider of international cooperation services for sustainable development and international education work, GIZ – Deutsche Gesellschaft für Internationale Zusammenarbeit – is dedicated to building a future worth living around the world.

Around the world, we have over 50 years of experience in a wide variety of areas, including rural and economic development, education and employment, energy and the environment, and peace and security.

Together with our partners, we work to deliver flexible, effective and cost-effective solutions that offer people better prospects and sustainably improve their living conditions.

As a public-benefit German federal enterprise, we are committed to meeting our clients’ high standards of transparency and accountability.

The German Federal Ministry for Economic Cooperation and Development (BMZ) is our main commissioning party. European Union institutions, the United Nations, the private sector and national governments also benefit from our services.

In Ethiopia, GIZ has been implementing development programmes on behalf of the German government for over 40 years together with our national partners.

The focus of our work in the country is on vocational education, sustainable use of natural resources, land management and food security, biodiversity and forestry. Other programmes e.g. enhance development of a sustainable textile sector and renewable energies in Ethiopia.

GIZ AU Office Ethiopia would like to recruit fulltime Project/Programme Assistant as per the details below: -


Position: Project/Programme Assistant

Place of Work: Addis Ababa

Application deadline: September 13, 2019

Required Candidate: One

Responsibilities

ensuring that the Program secretariat runs smoothly

ensuring good communication and flow of information within the project/programme(s) and with the various GIZ offices

assists with program administrative and financial services

ensures filing documents in reference physical files or in DMS in line with GIZ’s filing rules

assisting the principal advisor (s) in his/her administrative tasks (e.g. procuring tickets, facilitating events and running errands)


Tasks

1.1. Secretariat Services

organises and coordinates appointments for the Program(s) generally and officers responsible for the contract and cooperation
manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it and replies to and looks after correspondences

prepares and organises information materials for the officer responsible for the contract and cooperation and/or meetings

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

ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments

creates an address file with important contact addresses and maintains this

helps create and maintain a filing system for the project, treats information confidentially, specifically in the areas of personnel and finance

updates the filing system daily with incoming and outgoing correspondence


1.2. Events, Travel and Visa Facilitation

assists to organise events and document meetings, workshops and seminars locally and regionally

assists in preparing visitor programmes, draws up travel schedules,

organises logistics of visitors and makes hotel and ticket reservations

regularly updates a list of forthcoming meetings and events

processes applications, visas and other necessary permits required by government institutions in the host country in coordination with the responsible Units in GIZ Offices

provides travellers with all the necessary information for their inbound travel
arranges accommodation for arriving visitors, short-term and long-term experts
evaluates hotel prices and negotiates better room rates

organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events.

arranges programmes for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)


1.3. Project Cash and Receivable Management

assists in fund requests for program activities, keeping the cashbook, bank accounts, preparing and entering vouchers

checks travel expense statements of staff for approval by the superior

initials cash withdrawals for various projects

is responsible for cash based on the vouchers collected daily

reconciles the cash book and cash account daily

reports any surplus or shortfall in cash

reports without delay if the cash holding reaches a minimum level

follows up on cost settlement and receivable clearances

assists the programme managers and the project staff with travel settlement thereof


1.4 General Administration Services

assists in preparation of procurement requests, makes a follow up on delivery.

procures tickets for domestic and international travel

assists in preparing short contracts for the program(s) and follows up with the GIZ Offices

manages Office assets inventory and document them according to the GIZ rules

reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair

ensures that documents are complete and are signed and initialled by the authorised staff


Other Duties/Additional Tasks

The project/programme assistant performs other duties and tasks at the request of management

Job Requirements

Qualifications

university degree in office management/administration, accounting or similar area

at least 3-5 years’ professional experience in a comparable position

good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

very good knowledge of English, German language has an advantage

good management and organisational skills
customer and service-oriented attitude

willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

How to Apply

Application procedure:

Interested and qualified candidates shall submit their motivation letter along with their non-returnable recent CV via Ethiojobs or via Email: hreth@giz.de

Note: -

Please make sure you mention the vacancy number and position title ‘Project/Programme Assistant #149’ in the subject line of your email application.

Due to large number of applications we categorise applications with the vacancy numbers. Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.

Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.

We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.

Applications from qualified women are encouraged.

Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH Project/Programme Assistant
Jobs in Ethiopia