Junior Administration Officer

Deadline: 12/8/2020

Responsibilities 
The Junior administrative officer is responsible for 

• providing administrative services for the programme 

• meeting the administrative needs of the office independently, with a minimum of intervention 

• support all staff members at the programme office in administrative and finance topics 

• ensuring for both offices that financial and administrative regulations are complied with 

The Junior administrative officer performs the following tasks: 
 

Tasks 
Coordination The Junior administrative officer 

• ensures that information is exchanged between project/programme staff 

• accompanies the project/programme manager or other team members to meetings if necessary 

• prepares and organises internal meetings 

• Coordination function between GMAC-Baghdad, Career Centre Erbil and GMAC-Erbil regarding first level approach 

Administration The Junior administrative officer 

• is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.) 

• coordinates with the GIZ office on the mode of service delivery 

• monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines 

• identifying relevant problems and issues and assisting in formulating implementation-oriented solutions 

• travel arrangements for personnel, groups and other GIZ partners, including scheduling flights and ground transportation, booking accommodations and handling any other trip-related tasks 

• is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules 

• manages confidential files, specifically in the areas of personnel and finance 

• responsible for proper maintenance of the office facilities, maintenance log and general upkeeping. 

• Step-in in tender-openings for the procurement and contracting Unit if necessary 

Finance and accounting The Junior administrative officer 

• Close coordination and cooperation with the projects finance management unit 

• supports prepare programme budget planning 

• helps monitor expenses in accordance with the budget 

• bank accounts, preparing and entering vouchers 

• checks travel expense statements of staff for approval by the superior 

• liaising with other Units in monitoring communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc. 

Other duties/additional tasks The Junior administrative officer 

• performs other duties and tasks at the request of management 

• Responsible for visitor management of the GMAC Baghdad 

• First point of contact to returnees and visitors of the GMAC Baghdad and referred beneficiaries from the Ministry of Migration and Displacement as well as the 

Ministry of Labour and Social Affairs, both on the phone and in person 

• manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it 

Tasks 
Administrative Skills 
The Junior Administrative Officer must have an excellent level of organization, the ability to understand complicated logistical information and high attention to detail. Furthermore, they also need to be able to communicate with employees, supervisors and travel agencies with professionalism, clarity and accuracy. In addition to these general skills and personal characteristics, employers are looking for a junior administrative officer with the following skills. 
Core skills: a junior administrative officer, focus on mastering the following: 

• Outstanding interpersonal communication 

• Working knowledge of the travel industry 

• Understanding of travel policies and regulations 

• Negotiation skills 

• Ability to maintain and manage vendor relationships 

Advanced skills: 

• Experience with coordinating travel arrangements. 

• Experience working in the travel industry. 

• Firm grasp of digital data and file management systems 

Required qualifications, competences and experience 

Qualifications 

• Bachelor’s degree or in economics or related field 

Qualifications 

• At least 2 years’ professional experience in a comparable position 

Other knowledge, additional competences 

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office) 

• outstanding communication skills 

• excellent command of English language, ideally a knowledge of German 

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