Administrative Assistant | Semera

Project / Service Unit: Social Transformation Cluster

End date of contract: 31.12.2027

Required Candidate :1 (One)

Brief description of the Unit/Cluster

The Social Transformation Cluster (STC) is one of GIZ’s three clusters in Ethiopia, supporting the inclusive and peaceful transformation of societies in Ethiopia and the Horn of Africa. Our projects focus on migration, peace and security, gender equality and good governance, aiming to improve access to rights and services while strengthening the resilience of local communities.

As part of our regional presence, we are establishing a new GIZ Regional Office in Semera, located in an attractive and accessible part of the city. The office will officially represent GIZ in Semera and provide administrative and operational support to our projects and teams working in the region.

Joining our team in Semera offers an exciting opportunity to contribute to establishing a new office, shape its day-to-day operations and support GIZ’s work in the region.

Main Activities

General Office Management & Administration

• Ensure the smooth day-to-day operation of the GIZ Regional Office in Semera, including a clean, organized and functional working environment.
• Coordinate office services, including cleaning, security, utilities, maintenance and repairs, in close consultation with the responsible Service Unit colleagues in Addis Ababa.
• Monitor office supply needs and organize the procurement of stationery, consumables and other office materials in accordance with GIZ procedures and in coordination with Addis Ababa.
• Support office inventory and asset management, including maintaining accurate records and documentation.

Petty Cash & Financial Administration

• Manage the office petty cash, including cash disbursements, recordkeeping, reconciliations and timely replenishment in accordance with GIZ financial regulations and internal control requirements.
• Ensure the completeness and accuracy of supporting documents, receipts and petty cash records.
• Collect and conduct preliminary checks of invoices and payment documents before forwarding them to the responsible Finance colleagues in Addis Ababa.
• Support the follow-up of outstanding payments and other routine financial administrative matters in close coordination with the Finance team in Addis Ababa.
• Act as the local contact person for landlords, suppliers and service providers, ensuring timely follow-up and coordination with the responsible colleagues in Addis Ababa.

Logistics, Meetings & Event Support

• Provide administrative and logistical support for meetings, workshops, trainings, project visits and other activities taking place in Semera and the surrounding region.
• Assist with the organization of venues, accommodation, transportation, catering and other logistical arrangements in coordination with the responsible colleagues in Addis Ababa.
• Liaise with local hotels, suppliers and service providers to facilitate reservations, obtain quotations and follow up on agreed arrangements.
• Collect and verify the completeness of invoices and supporting documents related to local events and logistical arrangements.

Coordination, Communication & Administrative Support

• Serve as the main local administrative focal point for the Regional Office in Semera, ensuring effective communication between local staff, project teams and the Service Unit in Addis Ababa.
• Coordinate administrative requests, follow up on outstanding matters and communicate operational needs and challenges to the responsible colleagues in Addis Ababa.
• Maintain accurate administrative records, documentation and relevant tracking systems to support efficient office operations.
• Participate in regular coordination meetings and undertake occasional duty trips to Addis Ababa to ensure close cooperation with the Service Unit.
• Perform other reasonable administrative and organizational tasks as assigned by the line manager.

 

Qualification and Specialist Knowledge

 Education & Professional Experience

• Diploma in Business Administration, Accounting, Finance, Management or a related field.
• Minimum 3–5 years of relevant professional
  experience in office administration, financial administration or a comparable
  position.
• Previous experience working with international NGOs, development organizations or
  donor-funded projects is strongly preferred.
• Good understanding of administrative and financial procedures, internal controls and
  donor compliance requirements.
• Practical experience in petty cash management, invoice processing and basic financial
  administration is an advantage.

Language & Digital Skills

• Very good command of written and spoken English.
• Fluency in Amharic & Afar is required
• Very good command of MS Office applications, particularly Excel, Word, Outlook and Teams.
• Confidence in using digital administrative systems, electronic filing and tracking tools.

Personal & Organizational Competencies

• Strong organizational skills with excellent attention to detail and
  accuracy.
• High degree of reliability, integrity, discretion and
  accountability, particularly when handling financial matters.
• Ability to work independently, prioritize tasks and proactively follow up on operational issues.
• Strong interpersonal and communication skills,
  with a service-oriented and cooperative approach.
• Ability to work effectively with colleagues, suppliers, service providers and other stakeholders in a multicultural environment.
• Flexibility and willingness to undertake occasional duty trips to Addis Ababa.