Office Manager 70 views1 application

 Vacancy announcement #101/2023 

Office Manager

GIZ AU Office

Contract duration: 31.07.2026

Number Of positions: 2

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development dedicated to shaping a future worth living around the world. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in achieving their objectives in international cooperation in around 120 countries.

Since 2004, GIZ has been a reliable and trusted partner of the African Union (AU) to enhance inclusive growth and sustainable development on the African continent in line with the AU’s Agenda 2063: The Africa We Want. With more than 200 staff, GIZ African Union cooperates with the AU Commission, as well as the AU’s specialised institutions and agencies, such as the Development Agency AUDA-NEPAD, at continental, regional, and national levels in more than 35 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance and Migration, Sustainable Economic Growth and Employment, as well as Health and Social Development.

The GIZ African Union Office headquartered in Addis Ababa, Ethiopia, with further staff based in South Africa, Ghana, and Germany provides services and support in the areas of procurement, financial management, events and travel, human resources, internal operations, communication and portfolio management to all GIZ programmes and projects that are implemented in partnership with the African Union

The GIZ programme DataCipation is supporting the AU to strengthen an inclusive and harmonised African digital and data policy in Africa. DataCipation takes a systemic approach, focusing on implementation across three main areas as follows: Connecting Policymakers with Africa’s data & digital innovators for good governance and development by enhancing the collaboration and cooperation of AU Organs and Member States with Africa’s digital innovation ecosystem; Catalyzing citizen participation in digital policy and development through innovative communications and engagement methodologies. Supporting the implementation of data policies across Africa to improve access to meaningful participation of citizens in the digital transformation and leverage its potential for social and economic development. 

Responsibilities and Tasks

 1.    Administration and Office Management

• Supports in creating and maintaining a filing system for the /Project, treating information with utmost confidentiality, specifically in the areas of finance and administration
• Updates the filing system in DMS regularly in line with GIZ’s Processes and Regulations (PuR)
• Maintains up-to-date inventory for the Project on Onsite Asset
• Assures that all assets are labelled and entered in the Barcoding system.
• Supports the Project in handing over partner items when the Project phases out
• Coordinates and organises rooms for meetings
• Supports the Project Team in introducing requests to all Service Units (SU) and does the follow-up for the requested services
• Is responsible for the transfer of information for incoming or outgoing staff to the SU Internal Operations (IO);
• Is responsible for the booking of drivers in the Booking system of the GIZ AU Office
• Participates in internal and external (Team) meetings and workshops, providing support by ensuring the availability of relevant equipment and by documenting meetingsMaintains an overview of all key events, and proactively following up with Team Members for information and updates on required support.
• Actively participates in the regular SUs meeting, and reports back to the Head of Project, Component Leads & Team Members on important developments.
• Monitors PuR updates that are sent via email by the Head Office, and reports on updates to the Head of Project, Component Leads & Team Members during Project Team Meetings.
• experience in the area of administration, finance, and/or secretary

2.    Contract &Procurement

• Initiates requests, filling in all required request forms, ensuring all documentation is available and correct, and follows up on the contract process by liaising with the Procurement and Contracting units at GIZ Ethiopia Country Office, the SU Procurement in the GIZ AU Office, and/or any other GIZ Country Office being engaged.
• Follows up service delivery as per the contract with Project Team Members
• Handles payment requests by preparing all the relevant documents
• Works with the SU Finance & Accounting and the SU Procurement for verification and closing of open contracts
• Responsible for purchase requests below 1000 Euro for services and goods in accordance with GIZ PuR

3.    Financial Management

• Follows up Receivables at the Country Office and at the GIZ AU Office
• In preparation for Internal Control (IC), ensures all required documents and information is available and accessible to the IC colleagues.
• Manages the petty cash in accordance with GIZ PuR
• Prepares vouchers for cash payments according GIZ PuR.
• Prepares vouchers for bank payments before submission to the SU Finance & Accounting
• Supports the Project Team in the verification of invoices and assures that the Internal Control measures are applied
• Prepares all documents related to VAT and WHT in collaboration with the SU Finance & Accounting
• Follows up on the reimbursement of VAT and in case of rejection of VAT delivering the necessary documents in collaboration with the SU Finance & Accounting.
• Reporting any problems related to financial administration to the AV and Finance Manager

4.    Travel Management

• Liaises with the SU Event &Travel to facilitate travel arrangements for partners of the Project
• Support the Project Team with travel-related issues: follows up on travel advances, follow up on travel settlements of Project Team members with the Country Office
• Supports travel requests, visas, and other necessary permits required by the government for newly assigned Team members in collaboration with the SU Internal Operations
• Arranges accommodation for arriving Team Members, short-term and long-term experts
• Organises and coordinates logistical aspects for planning, holding, and documenting meetings, workshops, seminars, and other events.
• Support the project staff with travel-related tasks.

Qualifications

• A university degree in Business Administration or any other relevant field.
• Good command of spoken and written English. Proficiency in French or another AU language would be an asset.

Professional experience

• Three years of experience in a comparable position.
• Working experience in the field of international cooperation is an asset.
• Experience in the area of administration, finance, and/or secretary.

Other knowledge, additional competencies

• Proficient in Microsoft Office 365 applications (PowerPoint, Excel, Word, Outlook, MS Teams, etc.)
• Strong management and organizational skills.
• Ability to meet tight deadlines and to anticipate next steps or needs.
• Well-developed interpersonal and team working skills; ability to operate effectively in teams; proactive, reliable, and positive attitude.
• Ability to deal sensitively in multicultural environments.