Office Manager - Giz

Job Description

1.  Responsibilities

The Office Manager is responsible to plan, organize and implement office functions and provide the necessary support to the Pan African University project team. He/She is accountable to the project director and administration and finance manager.
                            
 

B. Tasks

• Manages daily office operations
• Organises and coordinates work flows
• Facilitates information exchange between the projects’ members, work partners and other institutions
• Liaises with partners and other GIZ offices
• Gathers and disseminates relevant information for the staff
• Handles visitors
• Arranges programs of delegations
• Arranges project activities like meetings, workshops, conferences, VIP-visits etc.
• Supports the project management
• Supports monitoring and evaluation of the project
• Manager inventory for the project
• Coordinates drivers

 
 

Administration

• International and domestic travel, transport and hotel accommodation arrangements for the sector manager, other personnel and invitees/consultants etc.
• Manages normal and electronic filing systems
• Keeps track of e-mail, address list etc.
• Supports the financial and human resource management (incl. consultants)
• Handles petty cash
• Prepares requests (e.g. service, travel authorization) and financial vouchers
• Facilitates small procurements and contracts

 
 Secretarial tasks

• Drafts letters and general correspondences and memos in the English and French language.

• Drafts minutes of meetings
• Supports the reporting, documentation and archiving
• Capable to design Excel-sheets and to translate texts into well-designed PowerPoint-presentations
• Handles telephone calls and keeps the project’s staff informed of all phone calls, meetings and other commitments.
• Arranges appointments with persons from outside the project and schedules visitors to the project’s staff.

Other duties/additional tasks

• Assists in and/or carries out other project activities and other tasks given by the superior

 
 

Job Requirements

GIZ AU Office
Job Description for Office Manager
GIZ Pan-African University Programme
 Addis Ababa, Ethiopia
Internal/ External Vacancy Announcement # 60 /2014
 
Background
The Pan African University’s Institute on Water and Energy Sciences including Climate Change (PAUWES) will take up its academic operation and launch two Master programmes in the field of Water and Energy by September 2014.
 
The PAUWES Institute will be located at the University of Abou Bakr Belkaid, Tlemcen, Algeria, and will be one of the five thematic hubs constituting the Pan African University (PAU). But the PAU main office is located in Addis Ababa, Ethiopia at the African Union.
 
The PAU is a continental initiative of the African Union Commission (AUC) to revitalize higher education and research in Africa. It is aiming to exemplify excellence, nurturing quality, enhance the attractiveness and global competitiveness of African higher education and research and establish African Universities at the core of Africa’s development. The thematic institutes will establish Master and PhD programmes and engage in collaborative and development oriented research programmes. They will work with satellite centres in other African regions while cooperating closely with the public and private sector and civil society.
 
The PAU Master programmes shall facilitate the education of high quality graduates who are sufficiently skilled and to be retained on the continent to make significant contributions to Africa’s development. They will be educated to perform as future leaders, entrepreneurs, decision-makers and reformers in core areas (change agents).
 
A group of international experts have developed the curricula of the first two PAUWES Master programmes – one in the field of Energy and another in the field of Water. Each of the programmes has two tracks, one on policy and another on engineering. The call for academic staff and students was launched . The teaching programmes shall start in September 2014.
 
Position:                                  Office Manager
Remuneration:                        As per the GIZ scale
Application deadline:               06 February 2014
Place of Work:                        Addis Ababa

1. Minimum Requirements

• Bachelor degree in business administration, human resource management or related fields with relevant experience
• Minimum of three years if work experience in similar occupations
• Knowledge in administration/management; experience with travel and travel claim management; experiences in financial management is an advantage
• Experience and knowledge in Microsoft Office software application
• Very good Amharic and English language skills, written and oral; French language skills are necessary
• High degree of efficiency, team-working, integrity and accountability

 
 
Application procedure
 
Interested and Qualified candidates shall submit their application letter along with their non-returnable recent CV to the following address:-
 
Deutsche Gesellschaft fuer Internationale Zusammenarbeit,(GIZ) GmbH
HR Office
P.O.Box 100009
Addis Ababa, Ethiopia
OR
Fax: 011 554 0764
The name of the position and place of work for which the application is made should be clearly marked on the envelope or on the fax applications.
Only short listed candidates will be contacted
 
 

How To Apply

Application procedure
 
Interested and Qualified candidates shall submit their application letter along with their non-returnable recent CV to the following address:-
 
Deutsche Gesellschaft fuer Internationale Zusammenarbeit,(GIZ) GmbH
HR Office
P.O.Box 100009
Addis Ababa, Ethiopia
OR
Fax: 011 554 0764
The name of the position and place of work for which the application is made should be clearly marked on the envelope or on the fax applications.
Only short listed candidates will be contacted