Office Manager

Office Manager

Project name-Promoting inclusive and harmonized digital and data policies in Africa (DataCipation)

Duty station-Addis Abeba, Ethiopia

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.

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.

To date, many African countries have only profited little in the prosperity gains resulting from digital transformation. There is a lack of digital infrastructure and skills, as well as a shortage of financial resources. In addition, a digital divide exists between African countries, as well as between women and men. This gap in terms of access to digital technologies further limits the participation of those affected. Regulatory conditions pose an obstacle to the development of inclusive digital societies. Varying regulations in African countries hinder cross-border data transfers and digital trade.

The African Union’s Digital Transformation Strategy 2020-2030 seeks to create an integrated and inclusive digital society and economy in Africa that improves the quality of life for citizens. Organisations such as the African Union (AU) and the Regional Economic Communities (RECs) are ideally placed to introduce coordinated strategies and promote a harmonised digital policy – with the involvement of civil society and private sector stakeholders.

The project supports the AU, its Member States and Regional Economic Communities in creating and implementing an appropriate and harmonised framework for digital and data policy. It does so by:

• Supporting processes and strategies that align national, regional and continental data policies
• Developing the skills of selected government and non-governmental stakeholders in order to implement the AU Data Policy Framework
• Implementing digital innovations and initiatives which promote inclusive digital transformation
• Facilitating digitally enabled participation and communication processes, especially for women and young people

This role will specifically support the innovation management component of the project and will also assist the Sector Coordinator for Economic Development

Administrative Support:

• Manage office supplies demand, placing orders as needed and ensuring adequate stock levels.
• Assist with travel arrangements, including booking flights, accommodations, and ground transportation.
• Schedule and coordinate meetings, appointments, and internal and external events, including conference room bookings and catering arrangements.
• Maintain accurate and up-to-date office records and files, both electronic and physical.
• Provide general administrative support to staff members, such as photocopying, faxing, and document preparation.
• Drafts minutes, letters and general correspondences and memos in English language
• Handles telephone calls and keeps the project’s staff informed of all phone calls, meetings and other commitments.
• Arranges appointments with persons from outside the project and schedules visitors to the project’s staff.
• Supports in records management and audit-proof document filing of the project

Office Management:

• Assist with office maintenance and upkeep, including coordinating repairs and maintenance requests.
• Ensure office equipment is functioning properly and troubleshoot minor technical issues and inventory lists are updated
• Assist with the onboarding of new employees by providing necessary information and resources.
• Contribute to the development and implementation of office policies and procedures.

Customer Service:

• Build and maintain positive relationships with clients, vendors, and other external stakeholders.
• Respond to inquiries and requests from staff and visitors in a timely and professional manner

Qualifications

• A minimum of Bachelor’s degree in business administration or related fields relevant to the post

Professional experience

• A minimum of 3 years of relevant working experience in administrative project support and management of project offices

Other knowledge, additional competencies

• Knowledge of administration and office management; experience with travel management and event organization, experiences in international organizations is an asset
• Experience and knowledge in application Microsoft Office software
• Business Fluency in Amharic and English language skills, written and oral, further languages skills relevant for the African Union context are considered an asset
• Interest and affinity in innovation management and change process in large organisations
• High degree of efficiency, team-working, integrity and accountability