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: