Admin Assistant

Admin Assistant 

GIZ- Internal/External Vacancy Announcement "#075/2024"

Support to Survivors of SGBV Program

Duty station: Addis Ababa, Ethiopia 

Contract duration: 30.06.2025

Brief and Attractive Description of the Project/ Unit

The Deutsche Gesellschaft für 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.

GIZ implements the project "Response to survivors of conflict induced sexual and gender-based violence” (RSSGBV) in Ethiopia. The project aims to alleviate the acute needs for comprehensive and survivor centered care that have arisen during the conflict in Ethiopia and have not yet been met to some extent. To this end, the project works according to the Leave No One Behind principle, with actors and institutions which are responsible for the care of people affected by sexual violence and ensure direct provision of services. The target area are selected woredas in Amhara and Afar as well as Once Stop Centers nationwide. For example, the project will contribute to strengthening the skills of the employees of health care facilities and procure medical consumables to better equip the facilities. Stigmata that prevent the use of services will be addressed at municipal level. In addition, opportunities for survivors to achieve financial independence are identified and supported.

Responsibilities and Tasks 

Under the direct supervision of the RSSGBV team, the Admin Assistant will be responsible for: 

• Overview and overall office management of the RSSGBV project office in terms of follow-up of office and administrative requirements.
• Supporting administrative aspects of the day- to- day work in coordination with the different units of the cluster and GIZ country office, as needed (e.g. facilitating service requests)
• Facilitating, organizing and supporting provision of workshops and trainings and preparing all necessary requirements for the events.
• Scheduling and organizing travel requests and hotel accommodations for duty trips.
• Close and effective coordination with the cluster Admin & Finance team, and GIZ Country Office on following up of with administrative and finance related matters.

With this context the incumbent will fulfil the following tasks:

Administrative tasks: 

• Maintain expertise knowledge about GIZ’s internal P+R (Processes and Rules) related to administrative matters.

• Follow-up and assist the organizational and administrative matters for the proper operation of the RSSGBV project activities by ensuring availability of all required office supplies and required logistical arrangements.

• Being the focal point for administrative related matters of the RSSGVB project and act as administrative liaison with the cluster and the country office. 

• Prepare service request documents, taking minutes of meetings whenever needed and preparing official letters.

• Facilitate and organize events such as trainings and workshops by following up and preparing the required logistical arrangements.

• Follow-up and assist the proper inventory documentation and management of all RSSGBV project’s office assets.

• Follow up on rent and utility contracts in cooperation with the respective contract department.

• Administering the files and filing system, thereby ensuring confidentiality and data protection. 

Finance Related Tasks:

• Closely work with the Finance manager of the project.

• Quality check of invoices. 

• Preparation of payment requests for utilities. 

• Initiation of vouchers including supporting documents and quality check and audit proofing of documents.

• Follow up with the fund requirements of the project (RSSGBV) and closely communicate with the cluster finance team.

Other Duties/Additional Tasks:

Takes up other duties as assigned by the project and willingness to upskill as required by the tasks to be performed.

Qualifications

• BA in Business Administration, Accounting or comparable qualifications.

Professional experience

• At least 2 years of professional experience in relevant administrative position.

• Good communication, organizational, and human interaction skills.

• Confidential handling of data and information.

• Experience with project budgets at international organizations is advantageous.

• Experience in cooperating with regional government offices, agencies, and ideally international organizations.

• Willingness to travel within Ethiopia.

Other knowledge, additional competencies

• Fluency in writing, reading and speaking English and Amharic, other languages are an asset.

• Good skills in using Microsoft Office (Excel, Word, Power Point, and Outlook).

• Ability to work proactively and in a dependable, responsible manner with great attention to detail.

• Very good communication skills and ability to contribute actively to the team.

• Good knowledge of GIZ instruments and procedures is an added advantage.

How To Apply

Application procedure:

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

Note:

Please make sure you mention the vacancy number and position ‘Admin Assistant #075/2024’ in the subject line of your email application.

‘Please note that, due to urgency of the vacancy the selection will be done on a rolling base.’

Due to the large number of applications, we categorize applications with 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.”