1. Responsibilities

The Administrative Assistant is responsible for

• Ensuring that the secretariat runs smoothly.
• Good communication flow, particularly with the project manager
• Daily operational performance of all administrative tasks for the project manager and the entire office
• Filing documents in reference files or in DMS in line with GIZ’s filing rules
• Over-sees the adherence of office related working processes in line with GIZ.
• Ensures management of stationary and other materials.

1. Tasks 1. Secretariat work and services  

The Administrative Assistant 

• Organises and coordinates the Project Director schedule.
• Reminds, updates, and notifies the project manager of daily appointments.
• Prepares and organises information materials for the project manager and deputy.
• Answers, reviews, forwards and/or takes calls if necessary.
• 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 these, e.g., by taking minutes.
• Ensure and that invitation letters, resident permits and visa processing are done accordingly.

2. Office coordination, office management and general coordination The Administrative Assistant

• Deals with annual and other leave requests for contracted experts.
• Coordinates and monitors schedule and ensure agreed blocks of time are kept clear for planned events relating to the GIZ office.
• Coordinates and organises rooms for meetings.
• Coordinates equipment etc. required for meetings with the responsible person.

• Administration The Assistant
• 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.
• Maintains the inventory list for the office/project/programme.

      General tasks The Assistant

1. • Welcomes visitors in a friendly manner and serves them with beverages.
   • Interprets and translates as required.

      Other duties/additional tasks The Assistant

1. • Performs other duties and tasks at the request of management.

     Required qualifications, competences, and experience Qualifications. 

• At least Diploma in Secretarial Studies/administrative Studies or similar area

 Professional experience 

• At least 3 years’ professional experience in a comparable position

 Other knowledge, additional competences 

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and proven experience in MS- Office applications (e.g., word, excel, outlook)
• Excellent skills in spoken and written English
• Good management, organisational and communication skills
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
• Ability to liaise internally and externally on administrative matters.
• Exceptional filing, recordkeeping, and organisational skills
• Proficiency in appointments scheduling and call forwarding systems.
• Excellent written and verbal communication skills
• Has exceptional interpersonal skills