Office Manager

Office Manager

GIZ Internal/ External Vacancy Announcement #113/2022

GIZ Country Office

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German service provider in the field of international cooperation for sustainable development and international education work. 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.

Based on GIZ corporate policy guidelines, the GIZ Office in Addis Ababa supports the preparation and implementation of international cooperation projects in Ethiopia and Djibouti, as well as the administrative implementation on site. The GIZ Office represents the GIZ to government authorities and national partners in Ethiopia and Djibouti and maintains close communication with the German Embassy and other German implementing organizations as well as with international donors, as well as with the GIZ headquarters in Germany.

GIZ seeks a qualified candidate for the position of Office Manager to the Director of Administration and Finance at the GIZ Country Office

Place of Work:                      Addis Ababa

Required Candidate:            One

Application deadline:          09/07/2022

Overall Responsibilities

The Office Manager supports the Director of Admin and Finance at the GIZ Office in Addis Ababa. S/he works closely with the various units of the Country Office as well as with the GIZ Management Team in Ethiopia and Djibouti. Furthermore, s/he will maintain close contact with the responsible division at the GIZ headquarters in Germany.

Tasks

Core Tasks

• Organizing the general office processes and secretariat including all correspondence
• Management of diaries and organizing appointments and meetings as well as travel management and prepare travel settlements
• Planning and organizing internal and external events
• Support of information and knowledge management, including the filing of documents
• Internal and external correspondence in German and English
• Assistance in the preparation of contracts and preparation of confidential documents
• Writing meeting minutes, reports, and preparing presentations applying modern technologies/applications and formats
• Coordinating/forwarding/distributing requests and tasks; coordinates the execution of tasks and follows up on agreements according to deadlines
• Supports in the creation of Excel lists, analyses, and all sorts of evaluations

Other Duties

• Deputizes the Personal Assistant to the GIZ Country Director
• Assists and/or carrying out other office activities and any other tasks as assigned.
• Participates in further job training related to his/her position and duties such as secretarial, computer, office, and language skills, if required.

Required Educational Qualifications, professional experience, and competency

• University degree (minimum B.A.) in administration or a related subject
• A minimum of four years of working experience in office management, high-level international event management, or a related field of work, preferable in an international context.
• Fluent in writing, reading, and speaking in English (at least level C), German (at least level B), and Amharic.
• Study and/or work experience in an English or German-speaking country is an advantage
• Excellent proven written and oral communication/expression
• Excellent working knowledge of modern telecommunication systems (telephone,  e-mail, communication via social media and internet)
•  Excellent working knowledge of ITC technologies (e.g., MS Office) and experience with SAP and document management systems; digital literacy with special focus on agile and user-friendly presentation skills with Powerpoint, Mural, Whiteboard etc.
• Outstanding organizational talent who enjoys multitasking, easily manages complex duties, proactively prioritizes and meets deadlines
• Teamwork, communication skills, resilience, and flexibility; ability to work in an international team
• High level of service orientation with a strong focus on building and contributing to solutions
• Discretion, loyalty, and integrity
• Demonstrated ability to work effectively and efficiently in a fast-paced office environment
• Willingness to learn, improve and upgrade skills as required by the tasks to be performed
• Takes over responsibility for the tasks assigned to her/him and carries them out independently, a proactive approach.