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• Company: GIZ
• Location: Zambia
• State: Lusaka
• Job type: Full-Time
• Job category: Administrative/Secretarial Jobs in Zambia

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes. Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries.

The Good Financial Governance (GFG) Programme 2019-2022 phase is foreseen to focus on increasing transparency, efficiency, and accountability of public financial governance in Zambia. Its main partner institutions are envisioned to be the Ministry of Finance, the Ministry of National Development Planning, selected line ministries, the Zambia Revenue Authority and the Zambia Public Procurement Authority. The GFG Programme is set to provide advisory services and capacity development measures in the areas of enhancing revenue mobilisation and supporting the reforms in budget planning, management and execution, as well as the revision of intergovernmental fiscal relations, to its partner institutions.

In order to meet the GFG Programme’s growing administrative needs, GIZ is seeking a suitable candidate for the following position:

Administrative Assistant (Lusaka based)

REF: GIZ_GFG_ASST

Main tasks and responsibilities:

• Assisting with the management of daily GFG Programme office operations
• Carrying out general administrative tasks and receiving visitors at the GFG office
• Providing support to GFG programme admin, operations, and management teams
• Meeting the administrative requirements of the programme, based on GIZ rules and regulations

Front office management and logistical support

• Managing the GFG office switchboard and reception area
• Ensuring that visitors (guests, counterparts, project staff or consultants, etc.) are well received
• Managing, prioritising and organising incoming and outgoing correspondence (post, fax, email, etc.)
• Drafting outgoing GFG letters
• Organising and coordinating appointments for the GFG AV and providing support in the management of the GFG Team calendar
• Organising GFG meeting rooms for external and internal meetings
• Providing support in the preparation and organisation of meetings, events, workshops and seminars within or outside the project and assists with documenting these, i.e. taking minutes
• Helping to prepare visitor programmes, drawing up travel schedules, organising transportation of visitors and making hotel and ticket reservations
• Preparing and organising information materials for the officer responsible for the contract and cooperation and/or for meetings
• Supporting the GFG Admin Team to ensure the necessary office supplies are available
• Photocopying and scanning documents as needed

Procurement for the GFG office

• Providing support in the procurement of office equipment, materials and supplies within the agreed limits locally in accordance with GIZ regulations and in consultation with the GFG Administrative Officer
• Accepting goods and ensuring that the receipt is documented and that goods received are checked appropriately and, when necessary, processing complaints
• Checking goods invoices, goods inward receipts and other (delivery) documents and payment instructions before handing them over to the responsible person in GFG Admin and Finance
• Providing support in inventory keeping, e.g. by carrying out physical check of the GFG office inventory
• Providing support in local contracting processes for contracts within the agreed limits in consultation with the GFG Administrative Team
• Documenting and filing completed orders and contracts properly and in line with GIZ rules and regulations

Administration and knowledge management

• Providing support in organising administrative and logistical aspects of project activities (meetings, workshops, etc.) in consultation with the GFG Admin Team
• Providing support with preparing local purchase orders (LPOs) for the programme and ensuring they are correctly numbered and filed
• Providing support in the preparation and follow-up of internal controls
• Providing support in making travel arrangements for GFG
• Running errands for the programme as required (e.g. acting as a bank agent)
• Assisting with the creation and maintenance of a filing system for the GFG office, maintaining confidentiality, especially in the area of finance
• Labelling files in accordance with GIZ filing rules

Other duties/additional tasks

• Substituting the GFG programme’s Administrative Officer when required
• Performing any other duties/tasks assigned by programme management

Qualifications and requirements:

• Minimum of a certificate or a diploma in Business Administration or similar field

Professional experience:

• At least 1-2 years’ professional experience in a similar position
• Experience in administration and office management
• Previous experience of working at GIZ is an added advantage

Other knowledge, additional competences

• Fluency in English, both written and oral
• Basic knowledge of procurement processes and accounting
• Good working knowledge of ICT technology (related software, telephone, fax, email, the Internet)
• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, etc.)
• Strong communication and interpersonal skills with the ability to work in a multicultural and multidisciplinary team
• Strong organisational skills; must be proactive and be able to manage and prioritise workload

Method of Application

The successful candidate will be expected to start full-time employment with GIZ, on a fixed-term contract on 1st November 2020. Interested candidates must send the CV and a cover letter electronically, quoting the reference GIZ_GFG_ASST in the email subject line to: [email protected] by 13:00 hrs on Friday, 24th July 2020. Certificates, qualifications, etc. must not be attached to the application. In addition, traceable references of previous engagements must be provided. Please note that only applicants selected for an interview will be contacted. GIZ is committed to being an equal opportunities employer. Therefore, women and people with disabilities are strongly encouraged to apply