Office Manager

GIZ- External #141/2024

Support to Transitional Justice – S2TJ

Duty Station: Addis Ababa 

Contract end date: 30.07.2027

Brief description of the project/ unit

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German public-benefit federal enterprise. GIZ works worldwide in the field of international cooperation for sustainable development and has over 50 years of experience in a wide variety of areas. We work to shape a future worth living in over 120 countries around the world.

The Project “Support to the Transitional Justice Process in Ethiopia” (S2TJ) is accompanying the transitional justice process (TJ), that has been initiated by the Ethiopian Government. This process is an essential element in the national peace process to secure reconciliation and long-lasting and sustainable peace. The project aims at advising and strengthening key government institutions as well as Civil Society Organisations to ensure that the TJ process is conducted in an inclusive, gender responsive, survivor and victim-centred manner and according to international human rights standards.

In your role you perform the specified organisational and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordance with the specified objective and with due regard for legal, contractual and internal requirements and procedures.

In this context, you deal independently with administrative and organisational matters and use the necessary digital tools for knowledge management. Your main tasks include ensuring that day-to-day business runs smoothly. You respond to written enquiries, reply to non-standard queries, prepare reports and correspondence and translate texts, where necessary.

Your key duties include maintaining appropriate internal and external communications. You have the English and Amharic skills required to deal with communication, organisation of meetings and tasks. In response to enquiries, you provide general information within your project area based on established processes and with due regard for compliance rules. You also provide information and advice on internal workflows.

You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.

You perform the tasks assigned to you by your line manager, where required.

Responsibilities and Duties

• Organizes and coordinates the project manager’s and the team’s schedule
• Reminds, updates and notifies the project manager of daily appointments
• Prepares and organises information materials for the project manager and the team
• Prepares and organises meetings, workshops and business travels, including hotel and room reservations, driver bookings and managing small contracts (below EUR 1.000)
• Manages incoming and outgoing correspondence (post, email) and prioritises and organises it
• Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
• Supports creating and maintaining a filing system for the project, treating information with utmost confidentiality including DMS in line with GIZs Processes and Regulations (PuR)
• Support procurement and contractual procedures in close collaboration with the Social Transformation Cluster’s Administration and Finance Unit
• Performs any other task with relevance to project administration as per request