Caretaker and Store Assistant (Administrative Assistant) 60 views

 Caretaker and Store Assistant (Administrative Assistant)

GIZ- Internal Vacancy Announcement ‘#078/2022’

GIZ- Support to African Union

As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned “Deutsche Gesellschaft für Internationale Zusammenarbeit” (GIZ) GmbH supports the German Government in achieving its development-policy objectives. GIZ promotes complex reforms and change processes.

GIZ has been supporting the African Union (AU) on behalf of the German Federal Government since 2004. In line with the AU’s stated goals, the GIZ Liaison Office to the AU portfolio is now active in 35 countries across the continent in Africa. The nearly 230 employees of the GIZ AU programmes are based in the GIZ AU main Office in Addis Ababa, Ethiopia and other locations, such as in Pretoria, South Africa. A central goal of the cooperation is to make the institutions of the AU more efficient and to support the implementation of their strategies and programs. The focus is on the areas of peace and security, good governance and migration, regional economic integration, and on the overall strengthening of the management capacity of the AU Commission (AUC). The GIZ programmes adopt a multi-level approach, accompanying the implementation of continental agendas in the Regional Economic Communities (such as ECOWAS, SADC or EAC) and in the Member States of the African Union.

In this context, the GIZ AU Office Addis Ababa is offering a position as a Caretaker and Store Assistant

Duration of contract:   30/06/2022

 Application deadline:   17/05/2022

 Required Candidates:  1

 Place of Work:              Addis Ababa

• Responsibilities

The Caretaker and Store Assistant is responsible for

• Closes the office main building in the evening and make sure that all windows and doors are closes, electrical devices and machines are switches of water taps are closed and so on.
• Management of the reception in the evening and replacement of the receptionist,
• Store officers check inventory in the storage records for accuracy
• Store officers keep records of items shipped, received, or transferred to another location
• Store officers find, sort, or move goods between various parts of the business
• Store officers compile reports on various aspects of changes in production or inventory
• performing tasks related to mail and incoming/outgoing goods
• Documentation of the store movements in hard copy and in DMS
• smooth and timely performance of the assigned tasks
• assisting other colleagues as needed in the office if there are no caretaker tasks pending, carries out other office work on request from the superior
• Support to implement GIZ Minimum Security Standards.
• Working hours from 11am up to 8pm

The Caretaker and Store Assistant performs the following tasks:

Tasks Technical Store management

• Maintain receipts, records, and withdrawals of the stockroom.
• Is responsible for all stockrooms (stationary, cleaning materials, C files from Finance),
• Ensure adequate record keeping and manage all documentation to confirm proper stock levels and maintain inventory control.
• Support Perform other stock-related duties, including returning, packing, pricing, and labelling supplies under the supervision the superior.
• Inspect deliveries for damage or discrepancies; report those to accounting for reimbursements and record keeping in collaboration with the superior.
• Rotate stock and coordinate the disposal of surpluses.
• Coordinate the handling of freight, the movement of equipment, and necessary minor repairs.
• Receive, unload, and shelve supplies.
• Keep the storage rooms clean and tidy

Building management:

The Caretaker and Store Assistant 

• Check the situation of the building every evening before closing the building and make sure that the building is in a safe condition during the night.
• Closes all windows, doors, water taps and switch off all electrical machines,
• Check the balcony doors and Generator, door in the court before leaving the building,
• Conducts inspections of safety and security equipment in the building and reports recommendations to his superior.
• Contact with the external security provider, reports on related issues to his superior.
• Support all building safety measures in collaboration with his superior and do the follow up once instructed
• Do all other tasks related to the building according to the instruction of his superior?

Reception

The Caretaker and Store Assistant

• Replaces the receptionist in the evening after 5:30 pm up to 8pm and during the daily breaks,
• Is responsible for the security situation inside the building when he/she is replacing the receptionist

Other duties/additional tasks

The Caretaker and Store Assistant

performs other duties and tasks at the request of management (Director, HoFA, Superior)

A.      Required qualifications, competences, and experience

Qualifications

•      College or university degree in the relevant field, in business management

Professional experience:

• At least 3 years’ professional experience in a comparable position
• technical skills in stock and building/facility management
• Strong manual skills
• Good IT skills (Word, Excel and Outlook)
• Good knowledge of the English language -to communicate directly with the international staff and the RMO

Other knowledge, additional competences

• Precision and attention to detail
• Good organisational skills,
• Good communication skills
• Team player
• Open personality with a broad horizon and proactive thinking
• Be willing to work in an international context
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with the management