Junior Admin and Finance officer

Posted 10 months ago by GIZ
Location Al Anbar Job Type Permanent
Salary Sector Administration
The Junior Officer is responsible for
  • providing comprehensive high-quality support to the GIZ Project office on all aspects of the office management according to GIZ regulations (human resources, ICT, purchasing, transportation, and the whole office administration).
  • Supporting the Project manager with office and finance administration.
  • Finance administration focal point between construction group in Bagdad and Erbil
  • Ensuring that the Project office runs smoothly
  • good communication flow, particularly with the project team and wider programme and support staff
  • Supports and manages the transportation and logistics needs of project staff incl. consultants, in Iraq and to/from Iraq
  • Supporting the office in all administrative and financial matters, such as contracts and payments, time tables
  • Translates documents and interprets to/from into English/Arabic
  • The Project Assistant performs the following tasks:
Secretariat work and services

The Junior Officer
  • prepares and organises information and materials for the projects including meeting preparations
  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post, fax, email) prioritises and organises it
  • informs the superior on upcoming deadlines to ensure work output is on time
  • replies and looks after correspondence relating to matters of administration
  • prepares and manages the GIZ filing system with responsibility for all contract filing with the support of the Project staff
  • participates in internal and external (team) meetings and workshops and assists with documenting these and ensuring the outputs are actioned
Office coordination, office management and general coordination
The Junior Officer
  • deals with attendance monitoring, annual and other leave requests for contracted staff
  • coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events
  • coordinates and organises rooms for meetings
  • to be the focal point for the GIZ construction team on all administrative and security matters including small item purchase requests, attending regular meetings and giving appropriate information to the Project team.
  • Manage communications with external companies to support the Project aims
The Junior Officer
  • assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
  • filing documents in project reference files and uploading documents in DMS in line with GIZ’s filing rules
  • leads preparations for GIZ Internal Control and Audits
  • updates the filing system daily with incoming and outgoing correspondence
  • maintains the inventory list for the office/project/programme
General tasks
The Junior Officer
  • interprets and translates as required
  • help ensure all Project staff work effectively together and encourage a positive, team based atmosphere
Other duties/additional tasks
The Junior Officer
  • performs other duties and tasks at the request of the superior
Required qualifications, competences and experience
  • College or university degree in office management/finance administration/ accounting or similar area
Professional experience
  • at least 3 years’ professional experience in a comparable position
Other knowledge, additional competences
  • previous experience of an INGO or International office is desirable
  • good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office)
  • strong financial and accounting know-how
  • fluency in Arabic and English (both oral and in writing), German language skills are an advantage
  • A confident manner with the ability to take strong decisions to meet Project and office aims
  • good management and organisational skills
  • strong willingness to up-skill as required by the tasks to be performed – The Junior
  • Officer will also be expected to train on the job and gain the appropriate experience in
  • order to fulfil the job description
  • familiar with law and regulations relating to construction is an asset
  • willingness to work independently
  • Ability to travel in Iraq and abroad for limited periods

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“The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employe...

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Sector Specialisms: Services
Office Location: Erbil, Iraq