Junior Admin and Finance officer

Responsibilities
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:

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

Administration
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

Qualifications

• 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