Administrative Assistant at Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) Gmb

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) Gmb

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Position: Administrative Assistant

Job Time: Full-Time

Job Type: Permanent

Place of Work: Assosa, Benishangul Gumuz - Ethiopia

Posted date: 4 years ago

Deadline: Submition date is over

Internal/External Vacancy Announcement #042/2020 Qualifications and Employment Perspectives for Refugees and Host Communities in Ethiopia Programme (QEP) Background GIZ Programme- Qualifications and Employment Perspectives for Refugees and Host Communities in Ethiopia (QEP) has been commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) in December 2017. The programme is co-financed by the Norwegian Agency for Development Cooperation (Norad) and is part of the German Special Initiative on Tackling the Root Causes of Displacement, Reintegrating Refugees and seeks to provide better vocational training and employment perspectives for refugees and host communities in Ethiopia. The programme leverages the potentials of TVET for integration. Implementation takes place in Addis Ababa, Benishangul-Gumuz, Somali, Gambella and Tigray Regions. QEP works on three output levels and seeks to (1) increase the quality of technical and vocational training (TVET), (2) broaden the opportunities of TVET available to the target groups and (3) foster entrepreneurship and exchange formats for employment. QEP works together with the public TVET system and tries to the extent the standards of the Ethiopian TVET system to TVET opportunities available for refugees and remote host communities. The programme works in fragile social and economic contexts. To support the smooth implementation of various activities at its Assosa Office and maintain close ties with Addis Ababa Office, QEP seeks to hire an Administrative Assistant to be stationed in Assosa. Responsibilities and Duties Focal point for administration and finance-related issues at the regional office in Benishangul-Gumuz, Assosa, and liaison with Addis Ababa office for finance and administration related issues Arrange procurement activities in coordination with Office Manager and administration/finance team in Addis Ababa office Assist organizing events (training, workshops, etc…): solicit price quotations from hotels, facilitate catering and travel arrangements as well as other organisational and administrative issues for the implementation of programme activities in the region Handling financial management, such as cash withdrawals, keeping petty cash and the corresponding cashbook, preparing and entering vouchers, checks and travel expense statements of staff for approval by the superior in Addis Ababa Responsible to handle GIZ internal financial transaction management software related to the Assosa regional office Processing settlement of applications for the reimbursement of travel expenses Submitting the end-of-month accounts from the project cash books and vouchers to the officer responsible Ensure availability of stationery and other office supplies for the implementation of the programme in Assosa office Dealing with invoices, cheques, cash payments and documents Assisting with financial planning, monitoring, and accounting for the project in close coordination with the Finance Officer and Office Manager in Addis Ababa Filing documents in reference files in line with GIZ’s and project internal regulations Drafting letters for internal and external communications and distribution to partners following GIZ letter standards Support data collection and knowledge management Coordinating effectively with team colleagues in Addis Ababa Any other tasks related to supporting the smooth operation of the programme Qualifications Minimum BA in business administration, accounting, auditing or similar area or comparable qualifications and skills Ability to work proactively and in a dependable, responsible manner with great attention to detail Professional experience At least 2 years of professional experience in a relevant position In-depth knowledge of finance and accounting, inclusive software Sound knowledge of public procurement Confidential handling of data and information Very good working knowledge of ICT (related software, phone, fax, e-mail, the internet) and computer applications (e.g. MS Office, Excel) Excellent communication, organisational, and human interaction skills Other knowledge, additional competencies Excellent language skills (writing, speaking, listening) in English and Amharic Language skills in a further language spoken in Benishangul-Gumuz is an advantage High degree of service orientation and willingness to perform an array of changing tasks in a flexible manner