Administrative Specialist

Vacancy Announcement #025/2024

Administrative Specialist GIZ Country Office

The Deutsche Gesellschaft fr 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.

Events, Travel and Services for International Unit in the Country Office, responsible to support the projects and conclude hotel contracts. Organizing logistics as a HUB for training center. Supporting the international staff and visitors to obtain their official documents such as visa, ID card, driving license etc.

Responsibilities and Tasks

• Coordinating the team of events and services for international staff (5 staffs)
• Distributing the task and monitoring the team
• Providing orientation for the event and visa team in relation to obtaining official documents for international staff, organizing, and managing events in line with internal rules and regulations.
• Deputizing the Head of Logistic in her/his absence in the operational level
• Assisting the manager on ensuring quality and authorizing relevant processes (four eyes principle)
• Financial reporting: Comparison of budgets with effective costs per event
• Responsible to organize external and internal event, observing the GIZ guidelines for sustainable event management.
• Responsible for handling contract processes of hotel and event related services in the co-soft
• Keeping tap of and following compliance regulations of GIZ
• Checking the quality of the contract, documents for payment
• Processing official documents for visitors, international staff and their families such as visa, ID card, duty free privilege, driving license, etc.

Qualifications

• University degree in economics, tourism, or another related subject.
• Fluency in writing, reading, and speaking in English and Amharic, knowledge of German language is an advantage.
• Excellent working knowledge of modern telecommunication systems (telephone, fax, e-mail, and internet)
• Very good working knowledge of ITC technologies (related software) and computer applications (e.g. MS Office, SAP), and digital literacy
• Good management and administrative skills

Professional experience

• Leadership or coordinator experience will be an advantage.
• Minimum of 7 years experience in event management, contract and procurement, customer service or similar positions, preferably in an international context.
• High level of service-orientation and advising competence
• Flexibility and ability to work in an international team and cooperate well with colleagues of diverse backgrounds in an intercultural work setting.
• Demonstrated ability to work effectively in a fast-paced office environment, both independently and as part of a global team

Other knowledge, additional competencies

• Excellent verbal and written communication skills
• High level of service-orientation and advising competence