- Job closed -


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.

 


 Duty Station: Khartoum and regular duty trips to other States in Sudan if required
 Closing Date: 25 Feb 2017

 
 Background:

GIZ assists the German Government in achieving its objectives in the field of international cooperation. We offer 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.

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

The GIZ Office in Khartoum is looking for a qualified person to fill the following position: Office Manager for the Country Representative



 
 Duties and responsibilities:

A- Responsibilities

The Office Manager for the Country Representative (CR) is responsible for:

  • ensuring that the CR`s secretariat runs smoothly
  • ensuring the daily operational performance of all administrative tasks for the country representative
  • ensures a smooth communication flow, coordinating and managing appointments
  • filing documents in reference files, shared folder or GIT Intranet in line with GIZ’s filing rules

 

B- Tasks

          1. Secretariat work and services

  • organises and coordinates the CR schedule
  • manages incoming and outgoing correspondence
  • reminds, updates and notifies the country director of daily appointments
  • prepares and organises information materials for the country director and/or meetings
  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  • replies and looks after correspondence
  • photocopies and scans documents as needed
  • participates in internal and external (team) meetings and workshops and assists with documenting and preparing these, e.g. by taking minutes, travel requirements etc
  • travel management for the CR

 

          2. Office coordination, office management and general coordination

  • deals with annual and other leave requests for contracted experts
  • coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office
  • coordinates and organises rooms for meetings
  • coordinates equipment etc. required for meetings with the responsible person
  • coordinating with Risk Management for a secure office environment
  • supporting new staff in familiarizing with the working environment in Sudan
  • regularly prepares a list of events and updates GIZ Sudan staff accordingly
  • organizes official functions and receptions convened by CR

 

         3. Administration

  • assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
  • updates the filing system daily with incoming and outgoing correspondence
  • assists with editing and following up with programmes on newsletter articles

 

         4. Other duties/additional tasks

  • performs other duties and tasks at the request of management
  • interprets and translates as required
  • welcomes visitors in a friendly manner and serves them with complementary beverages (tea/coffee)

 


 
 Minimum Qualification, Skills and Experience Required:

  • At least BA in (business) administration, legal background or similar area
  • At least 3-5 years’ professional experience in a comparable positions

Other knowledge, additional competences:

  • very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • good management and organisational
  • good communication skills
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
  • confidential and trustful handling of data and information
  • highly service oriented
  • fluent written and oral knowledge of Arabic and English, German is an asset

 


To be submitted only in soft copy in English: CV, Cover- and Motivation Letter to:

E-mail: sudan.procurement@giz.de , the position applied to has to be entered in the subject

The application shall not be bigger than 1MB. References and degrees will be requested if required and shall not be sent via e-mail.

If you do not hear from GIZ until the 15th of April 2017, your application was not further considered.


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

  • In English CV
  • Motivation letter

 

 

 








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