Administrative Assistant – GIZ

Administrative Assistant

GIZ- Internal/External Vacancy Announcement ‘#177/2021’

Qualifications and Employment Perspectives for Refugees and Host Communities (QEP) in Ethiopia

The Administrative Assistant will be based in Jijiga, responsible and ensures the satisfactory delivery of the required support contributes to the timely implementation of QEP activities. The candidate is fully responsible for administration and finance related issues at the regional office in Somali Region, Jijiga, and liaison with Addis Ababa office for finance and administration related issues.

Duration of contract:   31.12.2023

Responsibilities and duties

•  Focal point for administration and finance related issues at the regional office in Somali Region, Jijiga, and liaison with Addis Ababa office for finance and administration related issues
• Arrange procurement activities in coordination with Office Manager and administration/finance team in Addis Ababa office

• Assist organizing events (trainings, workshops, etc…): solicit price quotations from hotels, facilitate catering and travel arrangements as well as other organisational and administrative issues for the implementation of programme activities in the region
• Handling financial management, such as cash withdrawals, keeping petty cash and the corresponding cashbook, preparing and entering vouchers, checks and travel expense statements of staff for approval by the superior in Addis Ababa
• Responsible to handle GIZ internal financial transaction management software related to the Jijiga regional office
• Processing settlement of applications for the reimbursement of travel expenses
• Submitting the end-of-month accounts from the project cash books and vouchers to the officer responsible
• Ensure availability of stationery and other office supplies for the implementation of the programme in Jijiga office
• Dealing with invoices, cheques, cash payments and documents
• Assisting with financial planning, monitoring, and accounting for the project in close coordination with the Finance Officer and Office Manager in Addis Ababa
• Filing documents in reference files in line with GIZ’s and project internal regulations
• Drafting letters for internal and external communications and distribution to partners following GIZ letter standards
• Support data collection and knowledge management
• Coordinating effectively with team colleagues in Addis Ababa
• Any other tasks related to supporting the smooth operation of the programme

Qualifications

•  Minimum BA in business administration, accounting, auditing or similar area or comparable qualifications and skills
• Excellent language skills (writing, speaking, listening) in English and Amharic and Somali

Professional experience:

•  At least 2 years of professional experience in a relevant position
• In-depth knowledge of finance and accounting, inclusive software
• Sound knowledge of public procurement
• Confidential handling of data and information
• Very good working knowledge of ICT (related software, phone, fax, e-mail, the internet) and computer applications (e.g. MS Office, Excel)
• Excellent communication, organisational, and human interaction skills
• Ability to work proactively and in a dependable, responsible manner with great attention to detail
• Excellent language skills (writing, speaking, listening) in English and Amharic and/or Somali
• High degree of service orientation and willingness to perform an array of changing tasks in a flexible manner

Other knowledge, additional competencies:

•  Discipline and punctuality
• Stress tolerance and patience
• Familiarity with area where project/program is situated