GIZ Albania Vacancy_Office Manager (project assistant)

Projects: Nationally Determined Contribution (NDC) Assist II and SFF Green Climate Fund

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.

? In Albania projects dealing with climate change have been in focus for a for a long time already. At the moment, GIZ Albania is commissioned by German Federal Ministry for Economic Cooperation and Development (BMZ) to?implement the Albanian package of the Global project Nationally Determined Contribution (NDC) Assist II embedding the activities of the?“NDA strengthening and direct access process support for Albania” GCF funded project as well as the SFF Green Climate Fund project. ??

The overarching goal of the climate team is to support Albanian Government in advancing the climate initiatives, measures and several pathways to make the country more resilient.?

?To support the Climate Albanian team in managing, administering, and implementing the Albanian activities related to the upper mentioned projects GIZ is looking for an Office Manager.

GIZ Office Albania seeks the following staff:

Office Manager

?A.????Responsibilities

The office manager is responsible for:

• ?Ensuring, in timely manner, the payment of invoices related to the running of the office premises.
• ?Correspondence with the Country Office for the balance of cash for office expenditures and supplies.
• ?Management of the invoices for services from the experts for both the NDC Assist II and SFF GCF.
• ?DMS and Teams folder’s management of the documents and provision of a filing system.
• ?Support in the preparation of contracts and documentation of the contract deadlines.
• ?Correspondence with partners to provide the documents for handover of goods throughout pilot projects in NDC Assist and SFF GCF.
• ?Filing responsibilities in relation to the reference files to be supported (DMS Documentation and Teams’ folder management).

?B.????Tasks

?The?Office Manager performs the following tasks:

?1.?????Secretarial Work and Services

• Answers, screens, forwards and/or returns phone calls and messages;
• Manages incoming and outgoing correspondence;
• Sets up and regularly updates all relevant contacts of the project;
• Maintains the calendar of projects deadlines, meetings and events;
• Maintains project files as per GIZ standard;
• Assures that project related DMS system is regularly updated and project files are properly filled in;
• Provides for availability and ordinary maintenance of office equipment;
• Organises the travelling (and accommodation) of project staff and of incoming international experts;
• Prepares presentations;
• Carries out translations of working documents/emails and interpretation of meetings and during mission trips, as required by the project;
• Assist the advisors in the proper documentation of the activities completed;
• Organizing and scheduling of the meetings with partners of the SFF GCF and NDC and support in the implementation of pilot activities (logistics of trips, monitoring when requested);
• Notification of the partners for venue premises, purpose, time and participants for events, workshops and bilateral meetings;
• Support implementation and monitoring of the pilot activities in the frame of NDC Assist.

?2.?????Organisation and Logistics

• Be responsible for communication, coordination and management of the transport and logistics;
• Organises study tours of counterparts abroad;
• Takes care of health insurance and visa applications for staff and counterparts travelling;
• Organises regional meetings, conferences, events, seminars and workshops including here preparation and sending out of invitations, preparation of list of participants, hand notes etc;
• Prepare minutes of meetings/documentation;
• Look after the correspondence with the national partners (Ministry of Tourism and Environment, Ministry of Infrastructure and Energy, Ministry of Finance, Municipalities and the additional partners including IGEO and ADF);
• Coordinate and supports timewise the scheduling of the rooms for events, meetings and workshop;
• Assist and organize the bilateral meetings and support the team with the minutes of meetings and translation when necessary.

3.?????Project Administration and Management

• Monitors contract and payments deadlines;
• Makes sure that the administrative procedures are in line with “Orientation and Rules” of GIZ;
• Assists in the preparation of the monthly project budget; prepares quarterly/ annually expenditure analysis compared to the total project budget;
• Manages the Cash Box of the project;
• Prepares invoices and receipts for accounting;
• Establishes and maintains a project inventory;
• Assists the project team in monitoring and documentation of project meetings and activities
• Quality check of documents for contracts and procurements before being submitted to the Country Office
• Advice to recipients of financing agreements (including local subsidies) on financial and administrative requirement according to GIZ regulations;
• Quality check of the list of expenditures and other supporting documents for financing agreement before being submitted to the Country Office;
• Follow-up, quality check of invoices and supporting documents (vouchers, documentation, evidence, reports, etc.) before submission to AV/DV for signature;
• Preparation, implementation and documentation of procurement processes of up to 1.000 EUR according to GIZ regulations;
• Preparation, implementation and documentation of event contracts of up to 2.500 EUR according to GIZ regulations;
• Co-ordinates with GIZ Country Offices in Albania for general administrative support (e.g. processes requests and inquiries for general services).

?4.?????Public Relations & Communication

• ?Act as the PR focal point for the project;
• Is responsible for the communication activities (e.g. website, publications, promotional materials, newsletter) of the project;
• Updates regularly project web site and make sure that project related documents are?made public available throughout partner channels as well (when possible);
• Edits/formats reports and project documents;
• Support in the preparation of factsheets and presentation materials in the frame of the NDC Assist activities and of the SFF GCF when necessary.

?

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

Qualifications

• ?University degree in Business Administration, Management, Finance, Accounting or equivalent area.

? Professional experience

• At least 3 years of previous experience in similar position or related to the field of bookkeeping combined with office management would be considered an asset and provide facilitation in the onboarding process.

?Other knowledge, additional competences

• Professional proficiency of the written and spoken English and Albanian language. Knowledge of German Language would be considered an advantage
• Very good proficiency in operating with the MS Office tools
• The complexity of dealing with different financial aspects of the climate portfolio, requires very strong management skills and flexibility in organising the daily tasks
• Excellent communication, ethical and social skills
• Teamwork, based on the dynamics of the team, needs to be at a very high level
• Analytical thinking combined with independent approach to problem solving
• The position provides upskill opportunities. The candidate should provide availability to upskill and further develop professional soft and hard skills upon request
• Strong multitasking capabilities
• Knowledge of SAP, Winpaccs, COMBI or similar cash management systems would be considered an advantage

?Contract conditions

• Full-time employment
• Project office in Tirana with travels in the country?
• Duration: until 30.12.2023, with the option for extension

?Please forward your application until 6th of September 2022, to GIZ Office Albania by

E-Mail: [email protected], including the following information: Application letter, CV in English (Euro Pass 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 will 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 with-out any discrimination!