Administrative Assistant with ref. GIZ-AAD

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

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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