GIZ Albania job vacancy_Office manager (office assistant)

Regional Cooperation for EU-Integration in the Western

Balkans - RCEI

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The Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH (GIZ) is a federal enterprise that supports the German Government in achieving its objectives in the field of international cooperation for sustainable development.

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Project Background

Regional cooperation between the six countries of the Western Balkans (Albania, Bosnia and Herzegovina, Kosovo, Montenegro, Northern Macedonia, and Serbia) is an important prerequisite for EU integration. The countries are progressing differently in the accession process, but face many common challenges, including in the areas of political and public administration reform. The project therefore coordinates, advises, and supports regional networks and platforms to develop common regional positions or minimum standards in selected fields of action and EU-relevant topics, and it supports regional initiatives such as the Berlin Process. One thematic focus is also on strengthening gender equality.

GIZ Office Albania seeks therefore an Office Manager (office assistant)

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A.????Responsibilities

In your role as Office Manager, you deal with the administrative, financial, and organisational tasks assigned to you in consultation with your line manager. You respond promptly and competently to matters that fall within your assigned tasks. You assist in ensuring seamless cooperation between internal and external stakeholders involved in the project and you ensure the flow of information. You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation, and you resolve problems that arise based on existing rules and regulations.

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Specifically, you

§?perform administrative and financial tasks, including the management of invoices, receipts, cash book and bank book in compliance with GIZ rules and regulations.

§?support project management with organizational tasks, such as travel arrangements, and event-management in line with GIZ rules and regulations.

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B.??Tasks

Regarding administration and finance, you:

• ?manage the cashbox and the bankbook and make the necessary entrances in Winpaccs.
• ?support the implementation of audits and/or monitoring missions.
• ?support the preparation of programme budget planning and help monitoring the expenses in accordance with the budget.
• ?prepare invoices and receipts for accounting and execute payments and checks in compliance with GIZ rules and regulations.
• ?prepare and keep the overview of Power of Attorney (PoA) up to date.
• ?check travel expense statements of staff for approval by the superior.
• ?prepare and organise internal meetings and take minutes if required.
• ?manage incoming and outgoing correspondence (post, fax, email).
• ?coordinate with the GIZ office on the mode of service delivery.
• ?ensure that computers and software function properly.
• ?monitor the availability of accessories and stocks and carry out procurement in accordance with guidelines.
• ?maintain the Inventory list.
• ?support the filing of documents in line with GIZ rules and regulations.
• ?regularly double-check that financial / administrative regulations are in place in standard processes (e.g., contracting).
• ?ensure the data protection within the project.
• ?support the context-sensitivity of the team by monitoring and analysing regional political developments relevant for the project.

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Regarding project management support, you:

• ?organise events, meetings, workshops, visits, etc., including booking of accommodations and arrangement of transports according to GIZ rules and regulations.
• ?support the preparation of agendas for events, meetings, workshops, visitor programmes, etc., and you document these events if needed.
• ?accompany the project/programme manager or other team members to meetings if necessary.

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C.???????Required qualifications, competences, and experience:

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• ?BA/MSc in business administration, management, or related field.
• ?Minimum of 2 years of relevant professional experience, experience in international organisations is desired.
• ?Fluent in Albanian, excellent business language skills in English required.
• ?Working knowledge of ITC technologies (internet, phone, fax, email, the internet) and computer applications (MS Office).
• ?Ability to work in an intercultural team, excellent communication skills, high level of self-motivation.
• ?Willingness to further develop and familiarise with new topics quickly.

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D.??Contract conditions

?·????????50% employment.

·????????Project office based in Tirana.

·????????Assignment period: until 31.08.2026.

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?Please forward your application until 24th of August 2023, to GIZ Office Albania by E-Mail: [email protected] including the following information: Application letter, CV in English (Euro Pass format), references.

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GIZ wants to increase the proportion of people with disabilities in the company. Therefore, we look forward to receiving appropriate applications!

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Only short-listed candidates will be contacted for interviews. Short-listed candidates will be asked to bring certified copies of their diplomas and work certificates.

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?GIZ is an equal opportunity employer and welcomes applications from all interested groups with-out any discrimination!

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