GIZ Albania Vacancy_Office Manager_ORF ETC

Open Regional Fund for Southeast Europe – Energy, Transport and Climate Protection (ORF-ETC)

?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.

I.???????????Project Background

The six countries of the Western Balkans (WB6) are striving for membership in the EU. In doing so, they face joint tasks and challenges in the areas of energy and transport, because as contracting parties to the EU Energy Community and the Transport Community, the WB6 have committed to transpose the respective chapters of the Aquis Communautaire into their national legislation and to meet the EU energy and climate targets. At the local level, the cities in the region suffer from severe air pollution due to the increasing urbanization rate and the use of fossil fuels for heat energy generation. There are also other negative influences from noise, traffic jams and land consumption. Some cities in the region have already developed sustainable energy and urban mobility plans. However, there is a lack of capacities to implement these plans.

The aim of the project is thus to increase the added value of regional cooperation for the implementation of selected sustainable energy and transport measures in the Western Balkans.

?GIZ Office Albania seeks the following staff: Office Manager

?A.??????????Responsibilities?

?The office manager?is responsible for?

§?the management of the ORF-ETC offices in?Tirana and Pristina

§?ensuring good communication and flow of information within the project team and with the GIZ offices on national and regional level

§?ensuring compliance with the financial and administrative requirements of GIZ (P+R) and co-financier(s)

§?supporting the officer responsible for the commission (AV), the project managers and the country coordinators in administrative and organisational tasks

§?supporting the AV, the finance manager and country coordinators in matters related to financial management (cash management, procurement of goods and services, accounting and receivables management)

§?Coordinating all administrative work related to financial management and, if necessary, supports other professionals in carrying out their commercial tasks

?B.??????????Tasks

?1.??Coordination

The office manager

§?ensures the exchange of information between project staff, partners, relevant institutions, co-financing partners and third-party funding providers

§?coordinates the submission and implementation of audits, revisions and price audits in close consultation with the AV, the financial manager and other administrative managers

§?coordinates the logistics, preparation and organisation of events, internal and external meetings

§?monitors compliance with financial and administrative deadlines

?2.??Office management

The office manager?

§?ensures the strict application of the GIZ PuR.

§?manages the ORF-ETC cash box in Tirana and Pristina if applicable

§?prepares contracts delegated to projects for short term experts

§?prepares contracts delegated to projects for organising events

§?supports the preparation and performs financial monitoring of local subsidy contracts, financial agreements and other contracts with partners.

§?provides supervision and documentation of contract performance as well as billing according GIZ regulations

§?checks incoming invoices (e.g. for office rent, travel tickets, hotels, telephone, internet) and delivers the invoices to be paid and other supporting documents to GIZ accounting team in compliance with PuR as well as internal rules of the GIZ offices in Tirana and Pristina

§?takes care of payments for sub-contractors and to partners in coordination with the GIZ offices in Tirana and Pristina

§?records financial documents, personal documents, inventory list of the project

§?supports with translations and manages procurement of external translation services

§?Supports the AV and the financial manager in compliance with WINPACCS Cloud requirements.

§?supports the Financial Manager during external EU audits with financial documentation in Tirana and Pristina and acts as a liaison between the Financial Manager and the country offices in respective countries

§?is responsible for the administrative and logistical coordination and organisation of project activities.

§?organises events, meetings, conferences and trips within the region and to the EU (incl. e.g. preparation of visitor programs, drawing up travel schedules, organising transport of visitors and making hotel and ticket reservations)

§?monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines

§?participates in internal and external meetings, workshops and seminars and assists with documenting the results of these

§?is responsible for filing documents in DMS in line with GIZ’s filing rules

§?manages confidential files, specifically in the areas of personnel and finance

§?ensures that computers and software function properly

§?procures office equipment and supply in agreement with the AV

§?translates short documents and, if needed, at meetings from/to English

§?supports the AV and the financial manager to monitor expenses and costs of the project and maintains the inventory list of tangible goods

?3.??Finance and accounting

The office manager?

§?is responsible for the financial management of the Tirana and Pristina project offices

§?helps prepare projects budget planning

§?manages and monitors the monthly accounting and financial plans

§?maintains and administers the GIZ financial systems within the project in accordance with the guidance of the Finance Manager, GIZ HQ book-keeping and financial controller

§?ensures efficient processes of all local payments in compliance with GIZ (and EU procedures if relevant) and daily invoice checking, processing and record keeping

§?liaises with the GIZ HQ in the country in relation to booking costs and checking invoices

§?ensures detailed financial records are kept in the formats needed for GIZ internal controlling, internal audits and for EU audits

§?monitors and regular reports on the spent and planned resources

§?checks travel expense statements of staff for approval by the superior

§?checks requests for funds before release

§?monitors of the project inventory using On-Site Asset software tool

§?supports the monthly financial order of the project in Tirana and Pristina

§?prepares the calculation of travel expenses

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

?§?University degree (equivalent of BA or?MSc) in relevant qualification: e.g. finance and/or business administration;

§?At least 3 years professional experience in a similar position;

§?Experience in office and project management, particularly within international organisations;

§?Ability to support a multi-task, multi-discipline international project team;

§?Excellent working knowledge of MS products, particularly Word, Excel and PowerPoint;

§?Fluency in written and spoken Albanian and English, German language would be an asset;

§?Willing to travel within Albania, Kosovo and other countries of the Western Balkans region

§?Able to work in a team as well as independently;

§?Excellent social and communications skills.

??II.?????????Contract conditions

?·????????Full-time employment

·????????Project office in Tirana

·????????Assignment period: until 28.02.2025

?Please forward your application until 10th of February 2022 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!

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