Administrative Assistant

Administrative Assistant/Reception 

GIZ- Internal/External Vacancy Announcement ‘‘#074/2024’

Better Migration Management Programme III

Duty Station: Addis Ababa

Contract end date: 30.09.2025

Brief and Attractive Description of the Project/ Unit

The objective of the Better Migration Management III (BMM III) Programme is to improve the human-rights based management of safe, orderly and regular migration and to support competent/national authorities addressing the trafficking in human beings and the smuggling of migrants within and from the Horn of Africa. 

 The BMM III programme has three components:

•  Migration governance.
•  Effective institutions to address trafficking and smuggling
•  Protection.

The Programme is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) and co-financed by the European Commission and will be implemented from October 2022 to September 2025. The implementation is facilitated through an Implementing Partnership consisting of IOM, UNODC, CIVIPOL, British Council, and the lead agency GIZ. The Programme’s intervention partner countries are in the Horn of Africa region: Djibouti, Eritrea, Ethiopia, Kenya, Somalia, and Uganda.

Responsibilities 

• Liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors, ensuring registration and maintaining a high standard in the reception area;

• Dealing with phone calls, ensuring incoming and outgoing calls are efficient and uninterrupted;

• Responsible for flight and taxi bookings for the BMM programme in all three offices;[Gd1] 

• Responsible for the administrative processes and follow up involved in flight bookings; and

• Assisting with filing documents in reference files in line with GIZ’s filing rules.

B         Tasks

• Answers and accepts phone calls and messages and/or forwards them timely and accurately;

• Register, documents, and organises incoming and outgoing correspondence (including without limitation fax, general emails, packages, and personally delivered messages; 

• Travel management for BMM staff and partners, this includes: 

  • Booking domestic and international flight tickets and ensuring all documentation is in place;

  • Arranging transport services either with BMM vehicles or taxis service providers;

  • Follow up of settlement of flight tickets by collecting boarding passes and compiling as well as preparing documentation for settlement process in coordination with Finance team for payment in coordination; and

• Handling the program Winpaccs Bank book
• Follow-up the logbook and recording of the fuel consumption on FMS 
• Handle Program procurement

Qualifications

• Degree or similar qualification on business administration or related field from a recognized college;
• At least 2 year’s professional experience in a comparable position;

• Very good spoken and written English and

• Knowledge of GIZ P+R is advantageous

Other knowledge, additional competencies

• Excellent working knowledge of ICT technologies (related software (word, excel, PowerPoint), phone, fax, email, the internet) and computer applications (e.g. MS Office);

• Good self-organizational skill;

• Ability to work structured and maintain the overview in a complex environment;

• Ability to work independently and as part of a team;

• Ability to work under time pressure;

• Discipline and punctuality; 

• Meeting guests and visitors with a friendly demeanor; and

• Maintaining confidentiality and observing data protection and associated guidelines where appropriate.

How To Apply

Application procedure:

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

Please make sure you mention the vacancy number and position title ‘Administrative Assistant ‘#74/2024’ in the subject line of your email application.

Applications without vacancy numbers in subject lines might 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 broucher to learn more about GIZ’s attractive benefit package.”