Administrative Assistant GIZ

CAREER OPPORTUNITY

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 GIZ Zambia is currently establishing a regional finance and administrative service unit in the Mansa office. So far, the service unit is responsible for all accounting and administrative processes of the GIZ programs and clusters with office presence in the Mansa Office. In 2025, a new ERP system will be introduced GIZ wide which might then also lead to changes with regards to the tasks and responsibilities in future.

In this context, the project is seeking a suitable candidate for the following position:

Administrative Assistant – Salary Band 2 (based in Mansa)

REF: GIZ_MSU_AA

Main tasks and responsibilities

• Prepares, organizes and follows up on events, workshops and seminars for projects in Mansa office and ensures that all bookings and related activities comply with processes and rules (P+R) and follows up on invoices from respective venues and handover to accounts department for payment process
• Prepares LPO’s for procurement and event bookings
• Makes local flight bookings and hotel reservations for staff traveling
• Responsible for the corporate sustainability management (CSH monitoring
• Responsible for the reception management, including management of correspondence to and from externals
• Monitors availability of stock and inventory management and requests for the replenishment of office supplies and stationery
• Overall responsible for office building maintenance i.e., reports damage/defects in office furnishings and equipment to procurements and contracts specialist and organizes and follows up on maintenance and repair and monitors office equipment such as printers, scanners, air cons etc. and ensures they are serviced on time
• Prepares and follows up on internal control findings and receivables that are related to his/her tasks and performs other duties as assigned by management
• Other tasks as assigned by the manager

Qualifications and Requirements:

• Diploma in Business Administration
• Bachelor’s degree in business administration or comparable field.
• Applicants are expected to have their academic certificates certified by Zambia Qualifications Authority (ZAQA)

Professional experience

• At least 3-5 years of professional experience

Other knowledge and additional competences

• Sensitivity to issues of intercultural relations, coupled with the experience of working effectively in multicultural and multidisciplinary teams
• Excellent coordination skills
• Excellent proactive communication skills and ability to prioritize tasks in a complex work environment
• Conversant with MS Office package

The successful candidate will be expected to start employment with GIZ, on a fixed term contract.

Application deadline: 14 November 2024

Please understand, that we can only accept and process applications via our E-recruiting system. Applications should meet the following criteria:

• Cover letter quoting the reference: REF (GIZ_MSU_AA) must be uploaded using font type Arial, size 11. In the first paragraph, please outline your motivation for applying for the position. In the second paragraph, outline your experience in the position.
• CVs must be submitted in PDF not exceeding three (3) pages. Do not indicate your marital status, religion, political affiliation or insert your photo.
• Certificates, qualifications, etc. must not be attached to the application.
• Traceable references of previous engagements must be provided.

GIZ is a signatory of the Diversity Charter. Recognition, appreciation and inclusion of diversity in the company are important to us. All employees shall be valued – regardless of gender and gender identity, nationality, ethnic origin, religion or belief, disability, social background or age.

GIZ would like to increase the proportion of employees with disability. People with disabilities are strongly encouraged to apply.