GIZ Albania Vacancy_Office Manager &Country Director Assistant

GIZ-Office Tirana

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 – Office Tirana seeks the following staff: Office Manager/Country Director Assistant

 A.    Responsibilities

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, HR and the entire office
• 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
• maintaining a helpful attitude to customers, ensuring that the office creates a professional impression
• communicating efficiently with offices with which regular contact is maintained

  The office manager performs the following tasks:

 B.    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
• coordinates, monitors, and maintains leave and absence registers of expatriate staff
• prepares time sheets (ZAS) for the country director

 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 as well as organizing workshops, conferences as requested
• helps to organise events and document meetings, workshops, and seminars within or outside the project and coordinates equipment etc. required for meetings with the responsible person
• organises and coordinates logistical aspects of the country office (driver) as well as for planning, holding, and documenting meetings, workshops, seminars and other events or travels
• 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 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
• assists HR professional in several HR organisational and administrative processes
• calculates and documents fuel consumption for office cars
• is part of a team responsible for procurement processes
• is contact person for Country Office and projects for several service providers, internally and externally

 4.   General tasks

The office manager/CD assistant

• interprets and translates as required
• organises general building maintenance
• welcomes visitors and directs them to the required office, provides services at meetings, e.g. serves coffee and tea for guests and visitors

C.    Required qualifications, competences, and experience

Qualifications

• university degree in office management/administration or similar area

  Professional experience

• 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)

 Contract conditions:

·        Full-time employment

·        Country office in Tirana

·        Assignment period: 2 years, with the possibility of extension

Please forward your application until 1st of July 2021, to GIZ Office Albania by E-Mail:   [email protected] , including the following information: Application letter, CV in English (Euro Pass format), references.

Only short-listed candidates will be contacted for interviews. They 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!