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.
GIZ Country-Office, seeks the following staff: Country Director Assistant/Office manager
The office manager/CD assistant is responsible for
- ensuring that the secretariat runs smoothly
- good communication flow, particularly with the country director
- daily operational performance of all administrative tasks for the country director
- filing documents in reference files or in DMS in line with GIZ’s filing rules
- liaising with customers in a service-oriented manner on behalf of the country office
- ?communicating efficiently with offices with which regular contact is maintained
The office manager/CD Assistant performs the following tasks:
1.?????Secretariat work and services
The office manager/CD assistant
- organises the country director’s schedule and makes and coordinates appointments on behalf of the country director
- reminds, updates, and notifies the country director of daily appointments
- prepares and organises information materials for the country director and/or meetings
- answers, reviews, forwards and/or takes calls
- manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
- replies and looks after correspondence
- photocopies and scans documents as needed
- participates in internal and external (team) meetings and workshops and assists with documenting these, e.g., by taking minutes
2.?????Office coordination, office management and general coordination
The office manager/CD assistant
- coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office
- coordinates and organises rooms for meetings
- helps to organise events and document meetings, workshops, and seminars and coordinates equipment etc. required for meetings with the responsible person
- organises and coordinates logistical aspects of the country office (driver)
- arranges programmes for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.
- checks office supplies and restocks office materials, e.g., ensuring that stationary is purchased in time and photocopiers are operational by filling with paper, toner cartridges etc.
- coordinates country office driver schedules and ensures that visitors and experts arriving in the country are picked up
3.?????Administration – Finance
The office manager/CD assistant
- procures air tickets for international travels by using GIZ software and in compliance with GIZ rules
- assists in maintaining a filing system for the office/HR, treats information confidentially, specifically in the areas of personnel
- calculates and documents fuel consumption for office cars
- is contact person for Country Office and projects for several service providers, internally and externally
The office manager/CD assistant
- interprets and translates as required
- supports organising general building maintenance ?????
5.?????????Other duties/additional tasks
The office manager/CD assistant
- performs other duties and tasks at the request of management, especially to maintain employability in the Country Office, different tasks may be transferred for learning and training purposes in the view to a possible follow-on position
C.?????Required qualifications, competences, and experience
- degree in office management/administration or similar area
- at least 3 years’ professional experience in a comparable position
Other knowledge, additional competences
- in-depth working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., MS Office)
- very good knowledge of the English and good knowledge of German language
- good management and organisational skills
- willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
- politeness and helpfulness in dealing with visitors
- awareness and ability to handle sensitive issues appropriately (confidentiality, data protection, compliance)
§?Project office in Tirana
§?Assignment period: 2 years (with the possibility of extension)
Please forward your application until 8th of September 2021 to GIZ Office Albania by E-Mail:[email protected]?including the following information: Application letter, CV in English (Europass format), references.
GIZ wants to increase the proportion of people with disabilities in the company. Therefore, we look forward to receiving appropriate applications!
Only short-listed candidates will be contacted for interviews. Short-listed candidates might be asked to bring certified copies of their diplomas and work certificates.
GIZ is an equal opportunity employer and welcomes applications from all interested groups without any discrimination!
