Feb 03, 2018

GIZ Job Vacancies in Ethiopia - Office Manager

  • Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
  • Addis Ababa, Ethiopia
Full time Administration/Clerical Management NGO/Nonprofit/Social Services

Job Description

GIZ - SURED

Internal/External Vacancy Announcement
GIZ - SURED

GIZ – SURED (Sustainable Use of Resources for Economic Development 2018-2020) will be focusing on the economic development and sustainable utilization of rehabilitated areas. Against the background, GIZ Ethiopia is looking to recruit an Office Manager for GIZ-SURED as specified:

Position: Office Manager
Remuneration: As per the GIZ scale
Application deadline: February 7, 2018
Place of work: Addis Ababa
Responsibilities:
  • Ensuring efficient standard correspondence and communication (letters, calls, response to invitations)
  • Liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, welcoming visitors and maintaining a high standard of professionalism in the reception area
  • Performing reception and secretariat services on a daily basis
  • Filing and overseeing documents in reference files or in Document Management System in line with GIZ’s filing rules
  • Assisting the program team in administrative tasks (e.g. procuring tickets)
Tasks:
  • Sort, classify and distribute incoming correspondence (e-mail, letters and other official documents)
  • Produce documents and presentations to manage data by using a variety of software packages (including WORD, Visio Excel, Access and PowerPoint)
  • Develop, organize and update a standard reply system for letters, emails etc
  • Create and regular update a list of contacts and addresses (telephone, fax, email)
  • Register, document and organize incoming and outgoing correspondence (letters, emails, packages and personally delivered messages)
  • Be responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc
  • Report damages of office premises and equipment immediately
  • Assist in the logistical management and set up of the meeting rooms when needed, check the stock of workshop and moderation material all the time
  • Organize travel and accommodation for staff and other external parties
  • Manage the daily/weekly/monthly agenda and arrange new meetings and appointments of major units of the programme
  • Perform other duties and tasks at the request of management
Qualifications and Experience:
  • Bachelor Degree in relevant field
  • Minimum of 3 years relevant professional experience, in an international organization or similar working environment is an asset
  • Good working knowledge of ITC technologies (phone, fax, e-mail, internet)
  • Verifiable skills using packages such as MS Office applications (i.e. Outlook, Word, PowerPoint)
  • Ability to draft official letters and presentations in a speedy and correct way in English
  • Excellent communication skills in English and Amharic language are mandatory
  • Trustworthiness and ability to maintaining strict confidentiality and observing data protection and associated guidelines where appropriate
  • Ability to organize and prioritize several tasks at the same time working in a dynamic environment
  • Ability to work independently, unsupervised and as part of a multicultural and international team
  • Appropriate appearance and attire
 

How To Apply:

Interested and qualified internal candidates shall submit their application letter along with their non returnable recent CV (max. 3 pages) with letter of motivation (max. 1 page) via Ethiojobs or to the following address
Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ)
P.o.Box: 100009
Addis Ababa, Ethiopia
Or
Fax: 011 554 0764
Note:
The name of the position for which the application is made should be clearly marked on the subject line with the position title. Only short listed candidates will be contacted
Shortlisted candidates will go through an English proficiency test and preliminary interview. Applications from qualified women are encouraged. 

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