Office Manager

Office Manager    

GIZ- Internal/External Vacancy Announcement ‘#067/2024’

GIZ-AU Office/ Strengthening Financing for Development in Africa through Combating Illicit Financial Flows and Effective Debt Management    

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 more than 200 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 35 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance and Migration, Sustainable Economic Growth and Employment, as well as Health and Social Development.

The GIZ African Union Office headquartered in Addis Ababa, Ethiopia, with further staff based in South Africa, Ghana, and Germany provides services and support in the areas of procurement, financial management, events and travel, human resources, internal operations, communication, and portfolio management to all GIZ programmes and projects that are implemented in partnership with the African Union.

Illicit financial outflows from Africa jeopardise the integrity of financial systems and the continent’s socio-economic development by stripping countries of much needed resources. The AU-Programme on Strengthening Financing for Development in Africa through Combatting Illicit Financial Flows and Effective Debt aims at providing on-demand technical expertise for policy, legislative and regulatory reforms, enhancing awareness and capacities on combatting IFF through prevention, investigation, tracing and recovery of assets.

Contract Duration:     30/06/2028

Responsibilities and Duties

Core tasks:

In your role as Office Manager at the GIZ African Union Office, you perform the specified commercial, organisational and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordance with the specified objective and with due regard for legal, contractual and internal requirements and procedures. 

In this context, you deal independently with specialist matters and use the necessary digital tools for knowledge management. Your main tasks include ensuring that day-to-day business runs smoothly. You respond to written enquiries, reply to non-standard queries, prepare reports and correspondence and translate texts, where necessary. 

Your key duties include maintaining appropriate internal and external communications. 

In response to enquiries, you provide general information within your specialist area based on established processes and with due regard for compliance rules. You also provide information and advice on internal workflows. 

You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation. 

You perform the tasks assigned to you by your line manager, where required. 

The office manager performs the following tasks:

Tasks

1. Secretariat work and services

The office manager

• organises and coordinates the project mamager’s schedule
• reminds, updates and notifies the project manager of daily appointments
• prepares and organises information materials for the project manager, the team and/or meetings
• answers, reviews, forwards and/or takes calls
• manages incoming and outgoing correspondence (post, email) and prioritises and organises it
• replies and looks after correspondence
• photocopies and scans documents as needed
• participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes

2. Office coordination, office management and general coordination

The office manager

• coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned
• blocks of time are kept clear for planned
• events relating to the project coordinates and organises rooms for meetings
• coordinates equipment etc. required for meetings with the responsible person

3. Administration

The office manager

• Supports in creating and maintaining a filing system for the 'Project, treating information with utmost confidentiality specifically in the areas of finance and administration updates the filing system in DMS regularly in line with GIZs Processes and Regulations (PuR)
• Maintains up to date inventory for the Project on Onsite Asset
• Assures that all assets are labelled and are entered in the Barcoding systern

• Supports the Project In handing over of partner items when Project phases out

• Coordinates and organises rooms for meetings
• Supports the Project Team in introducing requests to all Service Units (SU) and does the follow up for the requested services
• Is responsible for the transfer of information for incoming or Outgoing staff to the SU Internal Operations (10);
• Is responsible for the booking of drivers in the Booking system of the GIZ AU Office

• Participates in internal and external (Team) meetings and workshops, providing support by ensuring availability of relevant equipment and by documenting meetingsMaintains an overview of all key events, and proactively follows up with Team Members for information and up-dates on required support.

• Actively participates in the regular SUS meeting, and reports back to the Head of Project, Component Leads & Team Members on important developments.

• Monitors PuR updates that are sent via email by Head Office, and reports on updates to Head of Project, Component Leads & Team Members on during Project Team Meetings.
• experience in the area of administration. finance and/or secretary
• Follows up service delivery as per the contract with project Team Members

4. General tasks

The office manager

• welcomes visitors in a friendly manner and serves them with beverages
• interprets and translates as required

Qualifications

• university degree in office management/administration or similar area

Professional experience

• at least 3 years’ professional experience in a comparable position

Other knowledge, additional competences

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and
• computer applications (e.g. MS Office)
• good knowledge of English, knowledge of German and/or French is an asset
• good management and organisational skills
• willingness to upskill as required by the tasks to be performed corresponding measures are agreed with management

How To Apply

Application procedure:

Interested and qualified candidates shall submit their motivation letter along with their non-returnable recent CV via hreth@giz.de 

Note: 

Please make sure you mention the vacancy number and position title ‘Office Manager #067/2024_Your full name’ in the subject line of your email application. 

Due to large number of applications, we categorise applications with the vacancy numbers.

Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.

Only short-listed candidates will be contacted.

We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.

Applications from qualified women are encouraged.

“Please refer to our brochure to learn more about GIZ’s attractive benefit package.”