Junior Programme Officer at Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Position: Junior Programme Officer

Job Time: Full-Time

Job Type: Permanent

Place of Work: Addis Ababa - Ethiopia

Posted date: 4 years ago

Deadline: Submition date is over

Job Description Junior Programme Officer Internal/External Vacancy Announcement #184/2019 GIZ Office AU IPSS Program Background As a provider of international cooperation services for sustainable development and international education work, GIZ – Deutsche Gesellschaft für Internationale Zusammenarbeit – is dedicated to building a future worth living around the world. Around the world, we have over 50 years of experience in a wide variety of areas, including rural and economic development, education and employment, energy and the environment, and peace and security. Together with our partners, we work to deliver flexible, effective and cost-effective solutions that offer people better prospects and sustainably improve their living conditions. As a public-benefit German federal enterprise, we are committed to meeting our clients’ high standards of transparency and accountability. The German Federal Ministry for Economic Cooperation and Development (BMZ) is our main commissioning party. European Union institutions, the United Nations, the private sector and national governments also benefit from our services. In Ethiopia, GIZ has been implementing development programmes on behalf of the German government for over 40 years together with our national partners. The focus of our work in the country is on vocational education, sustainable use of natural resources, land management and food security, biodiversity and forestry. Other programmes e.g. enhance the development of a sustainable textile sector and renewable energies in Ethiopia. The GIZ project supports the Institute for Peace & Security Studies (IPSS) at Addis Ababa University. It forms part of a GIZ programme which supports the African Union in the prevention and management of violent conflicts and peace consolidation within the framework of the African Peace and Security Architecture (APSA). By offering applied research, training and forums for policy dialogue, the IPSS contributes to the capacity development of relevant actors and the development of practical peace and security strategies in Africa. By strengthening the institutional capacity of the IPSS, the project supports these services. GIZ Office AU is recruiting a fulltime Junior Programme Officer for the IPSS Project as below: Position: Junior Programme Officer Place of Work: Addis Ababa Application deadline: Nov 25, 2019 Required Candidate: One RESPONSIBILITIES AND TASKS Responsibilities The Junior Programme Officer is responsible for steering and ensuring effective and efficient office functions and for providing the necessary support to the GIZ programme. He/she is accountable to the programme team leader (AV). Tasks Secretarial and Coordination Tasks: - Schedules domestic and international invitations and meetings with external partners including Ethiopian government, AU, Embassies, NGOs, etc. - Coordinates GIZ-sponsored travel of IPSS staff; arranging the registration, ticket, hotel, visa and airport transfer for conference attendances; finalizes travel settlements and refunds upon return; - Schedules and organizes GIZ staff and management meetings and retreats as well as workshops and conferences, handling chair and rapporteur duties as well as circulating meeting minutes - Arranges logistics for GIZ and external visitors to IPSS (incl. visas, flights, accommodation) - Handles phone calls and keeps GIZ staff informed of internal meetings and other commitments; provides information to office staff on staff movements (leave, business trip and sick leave, etc.) - Prepares various official correspondences using standard letter reference procedures incl. email and written, official letters, memos, note verbales, etc.; submit for signature the various letters, memos, cheques, service requests and other documents prepared by departmental units - Provides general administrative and clerical support including filing, binding, scanning, copying, and signs for incoming packages and arranging outgoing deliveries Administration: - Keeps track of and updates e-mail, address list, etc., both internal and external - Handles inventories of the projects (incl. preparing excel sheets and liaising with GIZ finance manager); makes sure there is replacement of consumables before total exhaustion/maintains stock records and forwards a copy of goods receiving notes to the admin & finance officer for inventory and quality check. Other Duties/Additional Tasks: - Supports Tana Board and Technical Committee meetings through liaising with GIZ finance for collection of hotel proformas, preparation of guarantee letters, ticket booking and payment to service providers - Assists in and carries out other project activities and tasks given by the GIZ team at IPSS - Liaises with office managers and other staff at the GIZ AU Office and the GIZ Country office in Ethiopia (German Development Cooperation Office, GDCO) - Supports technical project management tasks such as and GIZ knowledge management (DMS) and monitoring as agreed; QUALIFICATION; EXPERIENCES AND MINIMUM REQUIREMENTS - College or university degree in business administration, management, social sciences or related fields. - 0 years of experience - Knowledge in administration/management; experience with travel and travel claim management; experiences in financial management is an advantage - Experience and knowledge in application Microsoft Office software including Excel and PowerPoint. - Excellent communication skills - Very good English and Amharic language skills, written and oral - High degree of initiative, efficiency, team-working, integrity, and accountability. Punctuality - Stress tolerance and patience - Readiness to upgrade skills and continuous learning - Working according to GIZ rules and regulations, treats the information confidentially, specifically in the areas of personnel and finance 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 title ‘Junior Programme Officer #184’ in the subject line of your email application. Due to a large number of applications, we categorize applications with the vacancy numbers. Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified. Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified. 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.