Executive Management Assistant

GIZ Country Office

Contract End Date =5/31/2028

Band 4 position.

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German implementing organization which provides services worldwide in the field of international cooperation for sustainable development. We work to shape a future worth living in over 120 countries around the world.

The GIZ Office in Addis Ababa oversees projects in Ethiopia and Djibouti where GIZ works on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), the German Federal Ministry of Nutrition and Agriculture (BMEL) and other commissioning parties.

The finance department of GIZ Country office Addis Ababa ensures that all financial transactions are executed and reported timely, correctly, and according to GIZ’s rules and regulations. It is also responsible for insuring smooth fund flow from the GIZ country office to programs and projects. The department oversees handling the opening, closing and signatory adjustment of bank accounts. It also liaises with HQ and recipients of financial agreements concluded in Germany in terms of effecting installment payments, follow-up settlements and report to headquarter

• economic development and vocational education and training.
• agriculture and food and nutrition security.
• conservation and sustainable use of natural resources (biodiversity)

GIZ is a signatory of the Diversity Charter. Recognition, appreciation, and inclusion of diversity in the company are important to us. All employees shall be valued – regardless of gender and gender identity, nationality, ethnic origin, religion or belief, disability, age, or sexual orientation.

Responsibilities

Executive Management Assistant is responsible for:

• Executive Management support and personal assistance to the Country Director
• Support of Deputy Country Director (DCD) and Director of Administration and Finance (DAF)
• Support of internal and external communications of GIZ Ethiopia and Djibuti
• Support of preparation of Country Office steered internal and external meetings
• Handling of high-ranking visitors

Tasks

The Executive Management Assistant performs the following tasks:

• Personal assistance to the Country Director and management support
• Manage the Country Director’s incoming and outgoing correspondence and signature files
• Organization and update of the country director’s Outlook calendar.
• Prepare and organize information materials for meetings of the Country Director.
• Management of meeting participants, invitations and bookings of meeting facilities
• Circulation of meeting and conference agendas and protocols.
• Preparing responses to incoming correspondence; drafting of emails, official letters, Power Point presentations
• Management of the Country Director’s, the DCD’s and DAF’s travel itineraries including settlement of travel costs; travel support of the portfolio management team.
• Management of internal and external distribution and phone lists of the Country Office
• Support of the day-to-day running of the Country Office

Handling of high ranking visitors

• Prepare and manage agendas and schedules of incoming and outgoing missions
• Organizing all GIZ specific requirements pre-arrival, during the stay and at departure for internal and external high ranking visitors in close cooperation with the events and the portfolio management team.
• Reception and guidance of high ranking internal and external visitors

Internal and external communications (PR)

• Support and substitute PR officer in internal and external communications
• Coordination of social media activities, internal and external web content of GIZ Ethiopia and Djibuti
• Support of editing and designing of social media, web content and internal communication tools, e.g. GIZ presentations and country brochures
• Support of organization of internal and external events of the Country Office
• Support for media related procurements
• Compile information materials for the media and monitoring of the media

Required qualifications, competences, and experience

Academic Qualification:

• B.Sc. in communication or business administration or a related field with focus on PR, internal and external communications

Professional experience:

• At least 5 years professional experience in an executive management support function.
• Communications specialist, with proven ability to communicate professionally, clear, articulate, and accurately, both verbally and in writing.
• Excellent written and oral skills in standard and business English, with proven experience in typing, editing, and formatting of presentations, reports, manuals, newsletters, intranet / internet content, as well as other documents.
• Very good written and oral skills in German are an asset
• Highly organised multitasker, with active listening skills and excellent time management.
• Proven experience with a range of office software programs, including MS Word, MS Excel, MS Teams, MS Power Point, other graphic presentation software and Concur
• Highly experienced in the use of MS Outlook as an email and calendar tool.
• Familiar with standard web-browsers, including using the Web for research.
• Experienced in the coordination of video- and audio conference calls.
• Knowledge of GIZ-specific platforms and software packages (e.g., Intranet; SAP; DMS, etc.) is an asset.

Key professional competencies:

• Communications specialist, with proven ability to communicate professionally, clear, articulate, and accurately, both verbally and in writing.
• Excellent written and oral skills in standard and business English, with proven experience in typing, editing, and formatting of presentations, reports, manuals, newsletters, intranet / internet content, as well as other documents.
• Very good written and oral skills in German are an asset
• Highly organised multitasker, with active listening skills and excellent time management.
• Proven experience with a range of office software programs, including MS Word, MS Excel, MS Teams, MS Power Point, other graphic presentation software and Concur
• Highly experienced in the use of MS Outlook as an email and calendar tool.
• Familiar with standard web-browsers, including using the Web for research.
• Experienced in the coordination of video- and audio conference calls.
• Knowledge of GIZ-specific platforms and software packages (e.g., Intranet; SAP; DMS, etc.) is an asset.