Office Manager

Office Manager /Project Assistance/

Contract duration: until 31/10/2027

Brief Description of the project

Ethiopia is home to more than 1 million refugees, making it one of the largest host countries in Africa. Furthermore, internal conflict as well as adverse effects of climate change have resulted in more than 1.9 million Internally Displaced Persons (IDPs). However, refugees, IDPs and host communities in Ethiopia face insufficient employment and income prospects.

Against this background, the German Federal Ministry for Economic Cooperation and Development (BMZ) has commissioned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH to implement the Qualification and Employment Prospects for Refugees, IDPs and Host Communities in Ethiopia Programme (QEP II). The European Union (EU) is a co-financing party to QEP II in Benishangul Gumuz (BSGR) and Tigray.

QEP II supports the Ethiopian government in expanding skills training and creating pathways towards employment for IDPs, refugee and host communities in four selected regions of Ethiopia: Addis Ababa, Somali region, BSGR and Tigray. The project expands labour-market relevant short-term training and establishes linkages between the TVET sector and the private sector to support the integration into the labour market. QEP II also supports TVET colleges to become inclusive learning environments, including displaced persons. The programme offers tailor-made short-term technical training courses in labour market-relevant sectors to enhance employment prospects for the target group.

1. Project Implementation Support

• Support the implementation of project activities in line with defined objectives and work plans
• Assist in coordinating day-to-day project operations with internal teams and partners
• Contribute to the timely execution of planned activities across project locations

2. Coordination and Stakeholder Engagement

• Facilitate communication and coordination between project staff, partners, and relevant stakeholders
• Support the organization of meetings, workshops, and stakeholder engagement platforms
• Maintain effective working relationships to enhance collaboration and implementation outcomes

3. Communication and Information Management

• Draft and format professional correspondence, including letters and emails
• Provide accurate and timely information in response to internal and external queries
• Support internal communication to ensure alignment across project teams

4. Documentation and Knowledge Management

• Record, organize, and maintain project documents and materials in an accessible manner
• Support documentation of activities, lessons learned, and success stories
• Contribute to knowledge sharing and continuous learning within the project

5. Data and Reporting Support

• Assist in collecting and organizing relevant project data from partners and stakeholders
• Support preparation of reports and updates for project management
• Ensure data quality and consistency for monitoring and reporting purposes

6. General Support Functions

• Perform document processing tasks such as printing, scanning, and binding when required
• Maintain updated contact lists and stakeholder databases
• Carry out additional tasks as assigned by the line manager in support of project implementation

Qualifications

• Bachelor’s degree in a relevant field (Business Administration, Management, Accounting, Logistics, etc.); recent graduates (January 2023 onwards) are encouraged to apply.

Professional Experience

• At least 1 to 2 years of experience in management assistance

Language

• Very good command of English and Amharic (spoken and written).

Personal Competencies

• High level of initiative, integrity, and accountability.
• Excellent interpersonal and communication skills with multicultural teams.
• High attention to detail and ability to manage multiple tasks simultaneously.
• Ability to work independently and under pressure in a fast-paced environment.
• Readiness to work in rural and lowland field environments.
• Strong organizational skills, punctuality, and teamwork orientation.

6. Core Competencies

• Reliability and Organization: Keeps accurate records and ensures timely follow-up.
• Teamwork: Collaborates effectively with diverse project staff and partners.
• Service Orientation: Provides courteous and efficient support to colleagues and visitors.
• Integrity: Handles information and resources responsibly and confidentially
• Adaptability Comfortability with field-based and multi-stakeholder context