Administrative Assistant 82 views

Administrative Assistant   

GIZ- Internal/External Vacancy Announcement ‘#030/2024’

GIZ Country Office

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German service provider for international cooperation for sustainable development and international educational work. We work to shape a future worth living in over 120 countries around the world. The GIZ office in Addis Ababa oversees projects in Ethiopia and Djibouti, which GIZ carries out on behalf of the Federal Ministry for Economic Cooperation and Development (BMZ), the Federal Ministry of Food and Agriculture (BMEL) and other clients.

The GIZ office in Addis Ababa supports the preparation and implementation of the projects implemented in Ethiopia and Djibouti, represents GIZ to government partners, clients and cooperation partners, is in close communication with the German Embassy and other German implementing organizations, and coordinates with GIZ headquarters in Germany.

The GIZ Addis Ababa Office is looking for a qualified candidate for the position of Administrative Assistant in GIZ Country office.

Contract Duration:        30/04/2026

Responsibilities and Duties

Core tasks:

In your role you perform the specified commercial, organizational and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordance with the specified objective and with due regard for legal, contractual and internal requirements and procedures.

You deal independently with specialist matters associated with processing offers and commissions, finance, monitoring costs, IT and HR and perform all the related organizational and administrative tasks.

You Work constructively with all internal and external colleagues in your area of responsibility and ensure that the administration of all processes runs smoothly. Your key duties include maintaining appropriate internal and external communications.

In response to enquiries, you provide general information within your specialist area based on established processes and with due regard for compliance rules. You also provide information and advice on internal workflows.

You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.

Main activities:

• Organization of general office procedures and secretarial work including all correspondence
• Appointment management as well as travel management and billing
• Planning and organizing internal and external events as required
• Support for information and knowledge management, including document storage
• Handle internal and external correspondence as required
• Preparation of minutes and presentations
• Routing requests and tasks; coordinates completion and follows up on agreements according to deadlines

Other tasks:

• Assist with other clerical activities and assigned tasks as required
• Participation in further training related to the position, such as in the area of ​​ICT, if necessary

Qualifications

• University degree (at least Bachelor) in administration or a related subject or completed commercial vocational training or equivalent knowledge

Professional experience

• 4+ years of experience in office management, preferably in an international context

Other knowledge, additional competencies

• Fluent English skills, knowledge of German is an advantage
• Study and/or work experience in a German- or English-speaking country is an advantage
• Good written and oral expression
• Very good knowledge of the application of modern telecommunications systems (telephone, email, internet)
• Very good PC user knowledge (e.g. MS Office) and experience with SAP and document management systems
• Excellent organizational/management skills, ability to multitask, prioritize and meet deadlines
• Ability to work in a team, strong communication skills, resilience and flexibility; Ability to work in an international team
• Strong service orientation
• Discretion, loyalty and integrity
• Effectiveness and efficiency in a dynamic office environment
• Willingness to learn and develop skills as needed
• Willingness to take on responsibility and independently fulfil assigned tasks, proactive approach