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Administrative Assistant

Posted 4 months ago by GIZ
Location Duhok Job Type Permanent
Salary Sector Administration, NGO
The project assistant is responsible for
  • Filing documents in reference files or in DMS in line with GIZ’s filing rules 
  • Assisting the principal advisor in his/her administrative tasks 
  • Carrying out administrative duties by collecting data, sorting, filing and sending out project files to the right personnel, workers, and stakeholders. 
  • Creating and updating records ensuring accuracy and validity of information 
 
Tasks 
Archiving 
  • photocopies and scans documents as needed 
  • organises and compiles information materials 
  • labels files in accordance with GIZ filing rules 
  • assists in maintaining the filing system for the office, treats information confidentially, specifically in the areas of contracts and finance 
  • completes forms and tables in accordance with specific instructions from the Finance and Admin Officer 
  • filing documents in reference files or DMS in line with GIZ’s filing rules 
  • organize and coordinates appointments for the manager 
 
Administration 
  • participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes 
  • manages incoming and outgoing correspondence (post, fax, email) and priorities and organize it 
  • support procurement processes for the projects need starting from preparing requests for (items &services) and follow-up and perform the purchasing process as per the GIZ procurement regulations 
  • weekly updates forthcoming meetings, consultant arrivals, staff holiday plans 
  • Helps prepare visitor programs, draws up travel schedule, organize transport of visitors, make hotel and ticket reservation. 
  • maintains the inventory list for the office/project/program 
  • updates contact addresses and maintains the file 
  • keep records of all information related to project for documentation, clarification and presentation to management 
  • maintains supplies by checking stock to determine inventory levels; anticipating requirements; placing and expediting orders; verifying receipt; stocking items; delivering supplies to work stations. 
  • Updates onsite asset on a regular basis 
 
Coordination with GIZ offices (Erbil and Duhok) 
  • Willingness to travel with Duhok and Erbil. Coordinating documents for approval and/or processes between three GIZ offices in Duhok and the CO in Erbil. 
 
Other duties/additional tasks 
  • performs other duties and tasks at the request of management 
 
Required qualifications, competences and experience 
 
Qualifications 
  • university degree 
 
Professional experience 
  • at least 2 years’ professional experience in a comparable position 
  • Other knowledge, additional competences 
  • previous experience of an INGO or previous GIZ experience is desirable but not essential 
  • good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office) 
  •  good knowledge of the English language widely used in the country 
  • Confident manner with the ability to take strong decisions to meet Project and office aims 
  • excellent writing and organisational skills 

 

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