Administrative Specialist (Regional) 63 views

Administrative Specialist (Regional)

GIZ- Internal/External Vacancy Announcement ‘#133/2022’

STEP III 

The Ethiopian government has set itself the goal of achieving middle-income country status by 2025. The massive expansion of the education sector should provide the national economy with employable graduates and at the same time give the rapidly growing young population a perspective. The goal of the “Sustainable Training and Education Program” (STEP) project is therefore to increase the employability of TVET graduates, jobseekers and self-employed, especially of females. The project advises relevant ministries, its subordinate authorities and private sector at federal and regional level aiming at improving mechanisms to steer and implement a demand-driven TVET system, increasing capacities of TVET personnel to lead and implement demand-driven TVET, expanding employment-oriented training offers for different target groups and encouraging business sector to play are more active role in TVET and employment promotion. It is a large-scale, complex project in a dynamic and changing environment. One of the success factors is a well-designed cooperation with all actors involved inside and outside the program, GIZ and with the partner organizations.

Duration of contract:   30.11.2024

Required Candidates:   One

A.     Responsibilities

The regional administrative Specialist is responsible for

• efficiently dealing with queries in internal services and logistics in SDC programmes’ regional offices
• performing tasks in compliance with GIZ’s Processes and Rules (PuR)
• ensuring that financial and administrative processes in regional offices function in accordance with GIZ rules and regulations
• supporting the Logistics Unit Manager in Addis Ababa in technical steering of the drivers in regional offices in coordinating the drivers’ schedules
• supporting the Finance Unit Manager in Addis Ababa office in all finance related tasks with regards to respective processes in the regional offices
• facilitation of processes in planning, holding meetings, workshops, seminars and other events in SDC programmes regional offices
• ensuring the networking between program staff in the regional offices and the different units in the SDC Admin and Finance in Addis Ababa.

B.     Tasks

1.      Logistic-related tasks

The regional administrative Specialist is responsible for

• technical steering of drivers in regional offices of SDC programmes
• checking of logbooks, fuel consumption, compliant use of project vehicles
• ensuring that all technical processes with regards to car fleet management in regional offices are appropriately handled

2.     Service management of office facilities

The regional administrative Specialist is responsible for

• follow-up on rent and utility contracts in regional offices and cooperation with respective contract officers in Addis Ababa
• ensuring intact facilities with electricity, water, communication, internet services, etc. in regional offices
• coordinating processes with transport authorities (e. g. car insurance, number plates) for cars in regional offices.
• ensuring the maintenance of equipment and cars in regional offices
• supporting administrative officers in Addis Ababa office to keep the inventory of the SDC projects in regional offices according to PuR
• ensuring the annual (as of June 30 every year) physical check of assets in regional offices in cooperation with administrative officers in Addis Abeba responsible for inventory management
• effectively monitoring the status of ICT services for SDC project staff in regional offices in relation to service activation and deactivation, termination and cancelation in cooperation with administrative officers in Addis Ababa
• managing the SDC Projects consumables store in regional offices

• maintaining a stock card to monitor in and out of consumables like stationaries, training materials printers, faxes ink related materials for users in regional offices proactively monitoring availability of consumables to meet SDC projects needs 

3.       Finance-Related tasks

The regional administrative Specialist is responsible for

• ensuring the quality of the vouchers prepared in regional offices e.g. minimum voucher requirement, correct voucher invalidation, timely sending the settlement documents to Addis Ababa office
• checking the regional staff travel settlement documents
• checking regional petty cash settlement documents and verify all receipts correctness
• follow up on the fund request and replenishment of regional petty cash
• coordination with regional staff on workshop documentation settlements
• follow up on settlements of third-party receivables (TPR) in regional offices
• translation into GIZ working language whenever necessary for regional documents

Other duties/additional tasks

The specialist

• performs other duties and tasks at the request of management

Requirements

Qualifications

A.     Required qualifications, competences, and experience

Qualifications

• University degree in relevant specialisation and qualification in business administration (equivalent of BA or MBA)

Professional experience

• At least 5 years’ professional experience in a comparable field of responsibility

Other knowledge, additional competences

• finely tuned organisational skills and ability to work on one’s own initiative at the conceptional level
• Outstanding organizational skills
• High IT affinity, extensive working knowledge of MS Office software, especially MS Excel and MS Teams
• Good communication and advisory skills
• Full Fluency in English language.
• Trustworthy in handling sensitive and confidential data and information
• Self-motivated and ability to work independently
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management