Admin & Logistic Assistant

A.Responsibilities

The Admin/logistic assistant is responsible for

• Supporting the project office building from GIZ with about 50 staff on 4 floors

• preparing the service contracts for the project office building (e.g. parking service, cleaning and repairs)

• Liaising with the security provider on necessary issues

• Responsible for bookings of the meeting rooms

• Supports GIZ events held in the project office

• carries out activities according to GIZ rules and regulations

2. Tasks

The Admin/logistic assistant ensures the services for the running of the operations of GIZ in the project building are fulfilled according to the contracts (e.g. car park agreement, cleaning services, maintenance services)

• Liaise with the contract holders on issues arising regarding contract implementation, performance, payments, extensions

• Filing of documents regarding facility management

• Supervising and approving cleaning and repair services

• Initiates, supervises and approves repairs with the contractor once arising

• Organizing deliveries and receiving goods

• Liaise with project leaders on issues regarding the facility management of the office building

• Ensures security rules and standards of GIZ are followed

• Keep record of room bookings and ensures with the service personnel that rooms are adequately prepared

• Supports carrying out GIZ events in the GIZ office (prepare invitations, receive guests, engage catering services)

• Contributes to save energy by acting in an environmentally friendly manner, and points out additional scope in this regard

Other duties/additional tasks

The Admin/logistic assistant

• Ensuring the building meets health and safety requirements in compliance with Iraqi legislation as well as GIZ rules and regulations

• performs other duties and tasks at the request of management

C. Required qualifications, competences and experience Qualifications

• diploma or similar qualification from a recognised technical or construction college, administration or similar

Professional experience

• at least 1-3 years professional experience in a comparable position

Other knowledge, additional competences

• good knowledge of the English and Arabic language, German is an asset

• strong personality, resilience to stress and high work load

• team work skills, open and engaging character

• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with the management