Office Manager/ Project Assistant – Hargeisa, Somaliland

2021-12-13

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Office Manager/ Project Assistant

Reports to:

Project Manager

Duty station:

Hargeisa, Somaliland

GIZ

Internal and External

Vacancy Announcement

“Improving the prevention of Female Genital Mutilation (FGM) at the Horn of Africa”

Brief introduction:

The regional project “Improving the prevention of Female Genital Mutilation (FGM) at the Horn

of Africa” is being implemented in three countries, namely Ethiopia, Somalia and Sudan. The

main office is in Addis Ababa, with attached offices in Khartoum and Hargeisa. The overall

approach of the project is to work with relevant actors on regional, national, and local level to

raise awareness for the prevention of FGM.

The project focusses on:

Capacity development of relevant stakeholders in the prevention of FGM on the local, national, and regional level
Strengthening the networks of relevant stakeholders
Community based and cross-border awareness raising campaigns

Furthermore, transnational, national, and local awareness-raising activities of state and non-state actors are implemented.

The project is seeking to recruit an office manager / programme assistant who will be based in Hargeisa.

The office manager / programme assistant

Supports the Finance and Admin officer, the Technical Advisors, Admin pool cluster as well as the Head of the project.
Ensures that the office runs smoothly.
Ensures good communication and flow of information within the project and with the GIZ offices and working closely to the Admin pool / cluster.
Functions as focal point for administration and finance related issues at the regional office in Hargeisa, and liaises with Addis Ababa office for finance and administration related issues, working closely with and seeking guidance from the admin cluster staff in Hargeisa
Takes responsibility for administrative tasks according to GIZ rules & regulations (PuR)
Assists the Head of Project and Finance and Admin Officer in his/her administrative tasks (e.g., Requesting procurement, local contracts and etc)

Secretariat work and Services

The office manager / programme assistant

Assists with administrative tasks & regularly checks inventory and supplies in the office.
Supports in the organization and coordination of appointments.
Answers, screens, forwards and/or receives calls.
Manages, prioritizes, and organizes incoming and outgoing correspondence (mail, email) and consignments.
Prepares and organizes information materials, such as for conferences and meetings.
Helps organize events and documents meetings, workshops, and seminars inside or outside the project.
Assists in creating visitor itineraries, supports making travel arrangements, arranges transportation for visitors, and makes hotel and ticket reservations.
Attends and assists in documenting internal & external (team) meetings and workshops, e.g., taking minutes.
Copies and scans documents as required.

Administration and Knowledge Management

The office manager / programme assistant
Files documents in reference files or in DMS in line with GIZ’s rules and supports archiving correctly, also digital formats.
Creates and maintains an address file of key contact addresses.
Supports backup-processes and follow-up documentation of events and meetings.

Coordination and management

The office manager / programme assistant
Supports the logistical aspects of project activities (meetings, workshops, etc.)
Supports the logistic arrangements for processing invoices, office purchases, and event related purchases for the FGM-Prev programme
Assists in monitoring the availability of supplies & provisions & conducts procurement according to guidelines.
Regularly draws up a list of forthcoming events (trainings, workshops, etc),
Solicits price quotations from hotels, facilitates catering and travel arrangements as well as other organizational and administrative issues for the implementation of programme activities in the region.
Arranges procurement activities in coordination with admin pool staff and administration/finance team in Addis Ababa Office
Coordinates effectively with team colleagues in Addis Ababa and Khartoum
Reports damage/defects in office furnishings and equipment to project management and organizes and follows up on maintenance and repair.

Required qualifications, competences, and experience.

Qualifications

Secondary School education
Certificate/diploma or similar qualification from a recognised clerical college
Bachelor’s degree in a relevant field is an advantage.
Professional experience
At least 1-3 years professional experience in a comparable position
Experience in the field of international development cooperation required
Experience in the collaboration with state and non-state actors is of great advantage
Experience in the field of FGM prevention is of advantage

Other knowledge, additional competencies

Very good working knowledge of ITC technologies (related software, phone, email, outlook, the internet) and computer applications (e.g., MS Office, Excel)
Very good command of Somali and English is required, German would be an advantage
Very good organizational skills
Customer and service-oriented attitude
Confidential in handling data and information
Demonstrated cultural sensitivity and high commitment to integrity
Excellent communication skills with great attention to detail
Willingness to independently taking initiative and ability to work proactively
Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

Reference Number: FGM/12/02/2021.

Applications should be done through email to: application-gizsom@giz.de

All applications MUST bear the above reference number in the subject of the email.

Deadline: By Monday 20th December 2021 16:00 HRS