Office Manager

GIZ African Union Office

Contract end date: 31/07/2026

Brief description of the project/ unit

About GIZ

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development dedicated to shaping a future worth living around the world. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in achieving their objectives in international cooperation in around 120 countries.

GIZ AU:

Since 2004, GIZ has been a reliable and trusted partner of the African Union (AU) to enhance inclusive growth and sustainable development on the African continent in line with the AU’s Agenda 2063: The Africa We Want. With around 250 staff, GIZ African Union cooperates with the AU Commission, as well as the AU’s specialised institutions and agencies, such as the Development Agency AUDA-NEPAD, at continental, regional and national level in more than 40 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance, Sustainable Economic Growth, Health and Social Development, as well as Just Transition

About GIZ DataCipation

Since 2004, GIZ has been a trusted and reliable partner to the African Union (AU) to promote sustainable development. Cooperation in the field of digital transformation is a cornerstone of the AU-EU strategic partnership and a key component of the joint vision for sustainable economic growth.

It is against this background that the African Union Commission developed a high-level, principle-based Data Policy Framework for African countries to optimize the benefits of a data-driven economy. The Framework presents an enabling policy environment for the private and public investments necessary to support data-driven value creation and innovation. It is guided by the broad principles of value creation, transparency and accountability of institutions and actors, inclusion and participation of stakeholders, equity among citizens, and fair competition amongst market players necessary for data-value creation.

Within this frame of reference, AU and EU jointly engage to support the implementation of the framework on continental, regional and national level. Through the GIZ programme DataCipation, technical assistance is provided to the African Union Commission (AUC), its institutions and agencies such as the African Union Development Agency (AUDA-NEPAD) to support the roll out of the AU Data Policy Framework. The project DataCipation is part of the GIZ portfolio with the AU and is implemented in a team of diverse backgrounds in Addis Ababa and other locations.

Responsibilities and Duties

1. Administration and Office Management

• Supports in creating and maintaining a filing system for the /Project, treating information with utmost confidentiality, specifically in the areas of finance and administration
• Updates the filing system in DMS regularly in line with GIZ’s Processes and Regulations (PuR)
• Maintains up to date inventory for the Project on Onsite Asset
• Assures that all assets are labelled and are entered in the Barcoding system.
• Supports the Project in handing over of partner items when Project phases out
• Coordinates and organises rooms for meetings
• Supports the Project Team in introducing requests to all Service Units (SU) and does the follow up for the requested services
• Is responsible for the transfer of information for incoming or outgoing staff to the SU Internal Operations (IO);
• Is responsible for the booking of drivers in the Booking system of the GIZ AU Office
• Participates in internal and external meetings and workshops, providing support by ensuring availability of relevant equipment and by documenting meetings
• Maintains an overview of all key events, and proactively follows up with Team Members for information and up-dates on required support.
• Actively participates in the regular SUs meeting, and reports back to the Head of Project, Component Leads & Team Members on important developments.
• Monitors PuR updates that are sent via email by Head Office, and reports on updates to Head of Project, Component Leads & Team Members on during Project Team Meetings.
• experience in the area of administration, finance and/or secretary

2. Contract & Procurement

• Initiates requests, filling in all required request forms, ensuring all documentation is available and correct, and follows up on contract process by liaising with the Procurement and Contracting units at GIZ Ethiopia Country Office, the SU Procurement in the GIZ AU Office, and/or any other GIZ Country Office being engaged.
• Follows up service delivery as per the contract with Project Team Members
• Handles payment requests by preparing all the relevant documents
• Works with the SU Finance & Accounting and the SU Procurement for verification and closing of open contracts
• Responsible for purchase requests below 1.000 Euro for services and goods in accordance with GIZ PuR

3. Financial Management

• Follows up Receivables at the Country Office and at the GIZ AU Office
• In preparation for Internal Control (IC), ensures all required documents and information is available and accessible to the IC colleagues.
• Manages the petty cash in accordance with GIZ PuR
• Prepares vouchers for cash payments according GIZ PuR.
• Prepares vouchers for bank payments before submission to the SU Finance & Accounting
• Supports the Project Team in verification of invoices and assures that the Internal Control measures are applied
• Prepares all documents related to VAT and WHT in collaboration with the SU Finance & Accounting
• Follows up the reimbursement of VAT and in case of rejection of VAT delivering the necessary documents in collaboration with the SU Finance & Accounting.
• Reporting of any problems related with financial administration to the AV and Finance Manager

4. Travel Management

• Liaises with the SU Event &Travel to facilitate travel arrangements for partners of the Project and Team Members
• Support the Project Team with travel related issues: follows up travel advances, follows up on travel settlements of Project Team members with the Country Office
• Supports travel requests, visas and other necessary permits required by government for newly assigned Team members in collaboration with the SU Internal Operations
• Arranges accommodation for arriving Team Members, short-term and long-term experts
• Organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events.
• Support the project staff with travel related tasks.

Qualifications

• A university degree in Business Administration or any other relevant field
• Very good command of spoken and written English.
• Proficiency in French or another AU language would be an asset

Professional experience

• Three years of experience in a comparable position
• Working experience in the field of international cooperation is an asset
• Experience in the area of administration, finance and/or secretary

Other knowledge, additional competencies

• Proficient in Microsoft Office 365 applications (PowerPoint, Excel, Word, Outlook, MS Teams, etc.)
• Strong management and organizational skills
• Well-developed interpersonal and team working skills; a solution-oriented, proactive, reliable and positive personality is required
• Ability to operate effectively in teams;
• Ability to meet tight deadlines and to anticipate next steps or needs
• Ability to deal sensitively in multicultural environments