Junior Administrative Specialist

Junior Administrative Specialist

GIZ- Internal/External Vacancy Announcement ‘#088/2024’

GIZ-AU Office

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 AU Office in Addis Ababa oversees projects in Ethiopia where GIZ works on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and other commissioning parties. Based on GIZ corporate policy guidelines, the AU Office supports the preparation and implementation of international cooperation projects, as well as the administrative implementation on site. The GIZ AU Office represents the GIZ to AU authorities and national partners in Ethiopia and in over 20 other African Countries and maintains close communication with the German Embassy and other German implementing organizations as well as with international donors.

The Event & Travel Service Unit that is responsible for supporting the planning & organization of GIZ AU events & travel would like to hire a Junior Administrative Specialist with the focus on Event & Travel responsibilities. 

Contract duration: 31.12.2026

Responsibilities and Duties

The Junior Administrative Specialist will perform the following tasks:

Core Tasks

In your role you deal with the commercial, organisational and administrative tasks assigned to you after prior consultation with your line manager. You also respond promptly and competently to matters that fall within your assigned thematic area, where applicable in consultation with experienced specialists, and following consultation remain available to answer further enquiries. You also respond promptly and competently to matters that fall within your assigned thematic area, where applicable in consultation with experienced specialists, and following consultation remain available to answer further enquiries.

You clearly communicate the relevant requirements, conditions and restrictions in terms of your capacity to act with due regard for compliance rules and P+R. You deal with the matters and job orders assigned to you with due regard for all the legal, contractual, socio-political and corporate policy requirements and the instructions of your line manager and follow up the processing and completion of those tasks.

Working with experienced specialists, you resolve problems that arise in your area of responsibility on the basis of existing rules and draw attention to more complex challenges in your team. You deal independently with specialist matters associated with the processing of offers and commissions, finance, monitoring costs, IT and HR and perform all the related organisational and administrative tasks. 

You assist in ensuring seamless cooperation between internal and external stakeholders involved in the area of responsibility and in ensuring the flow of information. You independently refer matters to other units as required and ensure that all processes run smoothly. 

In addition, you deal with all associated matters in your thematic area promptly and competently. 

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.

General Tasks

Support in Event Organisation

The Junior Administrative Specialist is responsible for:

• Supports the planning and organization of GIZ AU events in consultation with the Administrative Specialists and the Head of the Service Unit
• Assist in quality check for completeness & correctness of documents submitted by projects/programs
• Support in data management of bundled event contracts
• Keeps updated hotels and other service providers lists, respecting sustainability standards
• Onsite support to projects/ programs during events as needed
• Files documents with completed transactions and ensures completeness of files

Processing Travel Ticket for partners

• Communicate with travel agencies to request and procure flight tickets for partners
• Checking correctness of data received before communicating with travelers’
• Receiving ticket payments from the travel agency on a weekly basis and following up with the payment process.

• Requesting the travel status for the payment that has been received and keep updating team updated about the status and pending payments

• Preparing the weekly ticket payment and labeling the offer, the traveler's name, and other important information before compiling for payment.

• Keep in communication with the country office personnel for feedback or comments made on the payment.

• Documenting and filing the weekly reports on the team’s channel.

Processing Payments 

• Receiving invoices from service providers and checking the invoice with the contract and making sure they match
• Assisting in the provision of supporting documents for the payment, such as attendance sheet, email communication if needed, and other legal documentation
• Handing over the payment to the event and travel administrative specialists for the final check
• Liaising with GIZ ET and GIZ SA country office to follow up and clear outstanding ticket payments on a weekly or bimonthly basis.
• Keep track of the cleared receivables and communicate with the responsible staff to liaise with projects if they need to be.

Knowledge Management 

• Updating and keeping databases up-to-date and preparing routine correspondence, Excel tables, and reports
• Support liaising with service providers (hotels, restaurants, etc.) to inquire about event requests or additional services.
• Documenting challenges and difficult situations for further discussion with the team and immediate supervisor
• Assist with drafting surveys and collecting and analyzing responses to quantify project satisfaction surveys or digital tools of the unit.
• Help to review proposed/new venues/hotels or service providers with the staff.
• Assist in content development for the unit to create and coordinate the drafting processes, or SoP’s (Standard Operating Procedures).
• To assist in monitoring the unit IDA page content to ensure it is updated.
• Maintain and update the events calendar and create meetings and briefing sessions with projects or country offices.

Qualifications

• Completion of university degree in the field of business administration, public administration, management, or related field.

Professional experience

• not more than 1 year of professional working experience in a similar position.

• Experience in Event and Travel Management

• Excellent knowledge of service procurement procedures and contract management 

• Excellent knowledge of GIZ rules and regulations on travel and event management

Other knowledge, additional competences

• Knowledge of visa regulations of and between different countries

• Knowledge of processes for settlement of travel claims

• Ability to prioritize and plan work activities and use time efficiently

• High social and intercultural competence

• Strong communication competences with different stakeholders

• High flexibility and collaboration capacities

• Open minded for changes in a diverse professional environment

• Proven ability to maintain confidentiality

• Willingness to upskill as required by the tasks to be performed

• Very good knowledge of Office 365

• Very good English knowledge, French is an advantage

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 ‘Junior Administrative Specialist #088/2024_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.”