Office Manager 81 views

Office Manager

GIZ- External Vacancy Announcement #151/2020

Strengthening IGAD Migration Policy Implementation (SIMPI)

The Horn of Africa region is hosts two of the largest refugee situations of the world and at the end of 2018, 8,920,000 of the world’s 41.3 million IDPs displaced by conflict and violence lived in the IGAD region. In addition, according to the IDMC report more than 1 million were displaced by recurrent droughts and natural disasters have displaced more than half a million IDPs were displaced by natural disasters in 2018. The majority of IGAD member countries are at the same time countries of origin, transit and reception of migrants and refugees. Mobile population groups consist of internally displaced persons, refugees, seasonal migrant workers, labour and education migrants and pastoralists. Regular migration routes in the region have so far been very limited. IGAD has a mandate to harmonize regional and national migration policies, to implement global policy processes, to promote knowledge management and dialogue and to support cross-border cooperation. This is where the “Strengthening IGAD Migration Policy Implementation (SIMPI)” comes in, by improving the implementation of this mandate with the following components in the area of migration and displacement: –

 Component (1) Strengthening IGAD’s capacity to implement international, continental and regional migration and refugee frameworks in member countries.

 Component (2) Strengthening local administration’s capacities in selected IGAD member states in providing services to host communities, refugees and migrants in border regions.

 Component (3) Strengthening regional learning and migration data management in the IGAD region.

The project is looking for a qualified person to fill the Office Manager position.

Responsibilities

The Office Manager is responsible for:

• Ensuring the daily operational performance of all administrative tasks for the project
• Ensuring a smooth communication flow, coordinating and managing appointments
• Filing documents in reference files, shared folder or GIZ Intranet in line with GIZ’s filing rules

Tasks

Secretariat work and services

• Prepares and organises information materials for meetings
• Answers, reviews, forwards and/or takes calls
• Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
• Replies and looks after correspondence
• Photocopies and scans documents as needed
• Participates in internal and external (team) meetings and workshops and assists with documenting and preparing these, e.g. by taking minutes, travel requirements etc

Financial management

•  Handling of the project cash as per GIZ rules and regulations,
• Recording of cash transactions on the cash book

 Office coordination, office management and general coordination

• Deals with annual and other leave requests of staff
• Coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ Migration in Addis
• Coordinates and organises rooms for meetings in coordination with GIZ STEP
• Coordinates equipment etc. required for meetings with the responsible person
• Coordinating with Risk Management for a secure office environment
• Supporting new staff in familiarizing with the working environment in Addis
• Regularly prepares a list of events and updates GIZ Migration Addis staff accordingly
• Organizes official functions and receptions

 Administration

•  Handles the assignment of drivers, fuelling of cars, check proper maintaining of logbooks and average fuel consumptions.
• Assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
• Updates the filing system daily with incoming and outgoing correspondence
• Handles logistical arrangements of meetings, workshops and trainings
• Handles logistics for flights and accommodation of the project team during travel
• Performs other duties and tasks as assigned by the supervisor

Requirements

 Qualifications

• At least BA in (business) administration, or similar area
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Familiar with GIZ accounting procedure and PuR
• Good management and organisational skills
• Good communication skills

Professional experience

• 5 years as office manager or comparable positions

Other knowledge, additional competencies

•  Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
•  Fluent written and oral knowledge of English is a must,