Administrative Assistant

Working efficiently, effectively and in a spirit of partnership, we support people and societies in developing, transition and industrialized countries in shaping their own futures and improving living conditions. This is what the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) is all about. As a federally owned enterprise, we support the German Government in achieving its objectives in the field of international cooperation for sustainable development. We are also engaged in international education work around the globe.

GIZ has been commissioned by the German Government to implement the programme

Local Governance Reform Programme (LGRP)

GIZ is commissioned by Engagement Global gGmbH / Service Agency Communities in One World to provide technical and logistic support for strengthening partnerships between Palestinian and German municipalities. In order to promote and sustain these partnerships, several networking and capacity building activities will be organized.
In order to support the Programme Team at Ramallah GIZ office, we are looking for an

Administrative Assistant (75% Part time position)

Responsibilities & tasks include but not limited to:

Assisting the Partnerships Coordinator and LGRP Head of Administration in the administrative and accounting requirements in line with GIZ’s and Engagement Global’s guidelines and regulations.
Providing administrative and logistic support for the organization of workshops, information tours, conferences, seminars and other events.
Scheduling and coordinating workshops, meetings, appointments etc. and coordinating with partner municipalities and service providers as appropriate.
Assisting in defining and contracting consultants and service providers, and ensuring proper documentation of activities.
Supporting the overall procurement process for services and goods in line with the GIZ’s rules and regulations:
Developing ToRs, obtaining offers and support the conclusion of contracts and purchase orders;
Providing logistic support, in terms of:
Booking flights, venues, accommodation, and transportation.
Contracting photography and translation services.
Following up the issuance of insurance policies.
Ensuring settlement of travel expenses.
Ensuring receipt of invoices and follow up payments for suppliers, consultants, others.
Supporting in development and translation (Arabic/English) of publications and invitation packages (press releases, promotional materials, invitation letters, agendas, needs assessment forms, participation and evelaution forms, etc.)
Reporting to LGRP Head of Administration and Head of Programme.
Reporting to City-to-City Partnerships Coordinator (project-related tasks)
Assisting in procuring/contracting goods and services required for the Programme according to GIZ Regulations.
Assisting in preparing and maintaining inventory lists and monitoring the availability of resources.
Organizing and maintaining the office and office equipment and vehicles (which includes vehicles’ log book, fuel consumption calculation and renewal of vehicles’ license and insurance).
Preparing and organizing traveling procedures, hotel accommodation and transportation for staff, consultants, counterparts and others.
Establishing, maintaining, and updating files, databases, records, library and/or other soft and hard documentation.
Assisting in preparing administrative receipts and vouchers for booking and VAT.
Holding responsibility for petty cash.
Supporting the Head of Programme Administration.
Performing other duties and tasks at the request of management.

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Required qualifications:

University degree in accounting, finance, administration or any related field of study.
2-3 years of experience in a similar position.
Proven experience in communications, coordination and financial management.
Excellent command of spoken and written English and Arabic, good command of German is an asset.
Strong computer skills, particularly in MS Office application (e.g. word, excel, PowerPoint). Multimedia skills (e.g. InDesign, Premiere, Illustrator) is an advantage
Excellent communication and interpersonal skills.
Good working knowledge of ITC technologies (related software, phone, fax, email, the internet).
Ability to work under stressful conditions, self-initiator, flexible and able to work with people of different backgrounds, service oriented, friendly personality, well organised and motivated.
Willingness to upscale as required by the tasks to be performed
Ability to travel abroad, if needed.

Assignment: Starting 1st of April 2018

GIZ is an equal opportunity employer, and offers an attractive and challenging working environment with opportunities for skill enhancement.

A complete application must be submitted in English to the following address:

[email protected]

which includes the attached applicant information form, the CV and and cover letter, no later than 22, February, 2018.

Please make sure you include the following reference in the email subject “Administrative Assistant-LGRP”.

Only short-listed candidates will be contacted.