Job Description
Administration Specialist
GIZ- Internal/External Vacancy Announcement ‘#182/2021’
Nutrition sensitive Agriculture Project (NSAP)
The Nutrition Sensitive Agriculture Project (NSAP) is part of the Global Program Food and Nutrition Security, Enhanced Resilience, which is financed within the scope of the BMZ’s One World – No hunger Initiative aiming at the reduction of poverty and hunger worldwide. The aim of the project is to improve the nutrition situation of food insecure people, particularly women of child-bearing age and their infants, in selected districts (Woredas) of Amhara and Tigray Regions in Ethiopia.
Duration of contract: 31.03.2023
Required Candidates: One
Place of Work: Addis Ababa with duty travel to other project regions
Responsibilities
The expert will be based in Addis Ababa. S/he will be responsible for various administrative tasks mainly in cooperation with the technical project staff and the Cluster Admin Team. The main tasks and responsibilities include:
- Focal person to link with Cluster Admin/Finance team in Addis Ababa office
- In cooperation with the Cluster Admin/Finance team in Addis Ababa
- Prepare service requests
- Arrange travel and travel settlements with the Admin Team and the Country Office
- Arrange procurements with procurement officers/Admin Team
- Support in managing documents with recipients of financing agreements, local subsidy agreements, and grant agreements in cooperation with the respective Finance Manager/ Officer
- Support contracting of third-party staff (consultants) in cooperation with contract officer
- Any other issues related to solving Admin/Finance related task with the respective Finance/Admin officers
- Act as focal point for administrative and finance related questions from regional NSAP offices and transfer requests to the Admin/Finance team
- Manage soft and hard copy filing system of the programme in line with GIZ standards
- Arrange meetings with internal and external stakeholders using MS Outlook calendar
- Draft official letters for internal and external communications
- Support data collection, data encoding and knowledge management
- Take on any other admin related tasks in a flexible and service-oriented manner
Job Requirements
Qualifications
- Master’s degree in administrative sciences, public management, business administration, law or related field of study
Professional experience:
- Experience in office management, standards of office communication, procurement standards, contracting and management of contracts
- Experience of working in an administrative function in an international organisation/non-governmental organisation
- Ideally, experience in working within the public sector in Ethiopia and therefore, good understanding of administrative procedures and structures in public offices
- Ideally experience within GIZ and specifically within applying GIZ standards and rules in relation to procurement and contracting
- Higher degree of flexibility, service orientation, and preparedness to perform a variety of administrative tasks that ensure a smooth running of the day to day operations is absolutely necessary
- Excellent communication, organisational, and human interaction skills
- Excellent language skills in English and Amharic (writing, speaking, listening); German language skills are an advantage
- Experience in event organisation
- Excellent skills in using Microsoft Word, Power Point and Excel
- Experience in knowledge management (organising filing systems, documentation, data management etc.)
- Experience in standards of writing official letters
Other knowledge, additional competencies:
- Ability and willingness to adopt to a quickly changing working environment, new ad hoc tasks, rapidly changing requirements and responsibilities
- Having a positive attitude towards change and openness towards uncertainty
- Very good skills in using Microsoft Office (Excel, Word, Outlook); MS Teams
- Very good communication skills and ability to work in an intercultural team
- Very good skills to communicate with actors on different levels and different organisations
- Flexibility and preparedness to perform a changing array of duties according to the needs of the programme
- Preparedness to work with a high amount of time and output pressure
- Openness and willingness to work and embrace tight deadlines
How to Apply
Application procedure:
Interested and qualified candidates shall submit their motivation letter along with their non- returnable recent CV via Email: giz-recruitment@lonadd.com
Note: –
Please make sure you mention the vacancy number and position title ‘Administration Specialist #182/2021 in the subject line of your email application. Due to large number of applications we categories applications with the vacancy numbers.
Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.
Only short-listed candidates will be contacted
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.
“Please refer to our brochure to learn more about GIZ’s attractive benefit package.”