Administrative Assistant

Administrative Assistant

GIZ- Internal/External Vacancy Announcement # vacancy number 009/2024

Support to Good Governance

Social Transformation Cluster

Brief and attractive description of the project unit

The Deutsche Gesellschaft fr Internationale Zusammenarbeit (GIZ) GmbH is a German public-benefit federal enterprise. GIZ works worldwide in the field of international cooperation for sustainable development and has over 50 years of experience in a wide variety of areas. We work to shape a future worth living in over 120 countries around the world.

The "Programme to Support Good Governance in Ethiopia" aims to strengthen state and civil society frameworks to support the transformation into a democratic and inclusive constitutional state. The program advises central governmental and non-governmental actors who hold key positions in the transformation process of the Ethiopian governance system.

In one of the components, the program supports the Ministry of Justice (MoJ) in implementing the governmental Human Rights Action Plan. Additionally, the program supports the MoJ mandate to monitor the implementation of the Ethiopian Human Rights Commissions (EHRC) annual recommendations within the executive authorities. As a technical advisor, you will be responsible for providing support to the MoJ to improve the implementation of human rights in the Federal Administration.

Core tasks

Commercial, organizational and administrative tasks assigned to him/her after prior consultation with the line manager

Matters and job orders assigned to him/her after consultation with the line manager

Supports the cluster administration in preparing the documentation for annual internal control

Clearly communicating relevant requirements, conditions and restrictions in terms of his/her area of work

Acting with due regard to GIZ Compliance rules and Processes and Regulations

Supporting the knowledge management assisting with filing documents in reference files or Document Management System in line with GIZs filing rules

Performing general clerical services

Liaison with the cluster administration

Specific tasks

Supports the cluster administration in managing the daily cash fund

Ensures that the necessary office supplies are readily available

Coordinating purchases of office equipment and supplies within set value limits

Reports damage of office equipment to the line manager, organises and monitors the service and repair

Supports the country office administration in preparing flights tickets for the staff and partners

Supports the settlements of the travel expenses of the project staff and partners according to GIZ rules and regulations

Manages and archives the incoming and outgoing correspondence of the project

Assists in organizing events in the project

Prepares and documents service requests and enquiries

Taking minutes of meetings during staff meetings, maintaining outlook calendar, issuing project correspondence when necessary

Assists the cluster administrations when required and authorized by line manager

Performs other duties and tasks at the request of management

Qualifications

• certificate/diploma or similar qualification from a higher educational institution in Business Administration, Accounting and Finance,Administration or related fields

Professional experience

• At least 1-3 years professional experience in a comparable position

Other knowledge, additional competencies

• Good working knowledge of ITC technologies (related software, phone, email, internet) and computer applications (e.g. MS Office)
• Good knowledge of English language, German is an asset
• Willingness to develop as required by the tasks to be performed corresponding measures are agreed with management