Job Title Junior Administrative & Finance Officer
Reports to: Head of Admin and Finance Unit
Deputy: Officer Responsible for the Commission
Duty Station: Erbil
Syria Portfolio:
We create prospects for people and with people. As GIZ has an international mandate, we offer a multicultural working environment. We are committed service providers and dedicated professionals, even under difficult circumstances. We take pride in enabling our employees to develop their professional and personal skills. There are plenty of reasons to join our motivated team – ranging from the diverse challenges you will face on a daily basis in one of our 130 partner countries, to the broad scope you will have for shaping your work.
A. Responsibilities
The Junior Admin & Finance Officer is responsible for:
- Ensuring that the secretariat runs smoothly
- Ensuring good communication and flow of information within the project/program and with the GIZ office
- Filing documents in reference files or in DMS in line with GIZ's filing rules
- Assisting Syria- Portfolio team in Erbil in administrative/ finance
The Junior Admin & Finance Officer performs the following tasks:
B. Tasks
1. Secretariat works
The Junior Administrative & Finance Officer:
- Organizes and coordinates appointments for the project team for the contract and cooperation
- Manages incoming and outgoing correspondence (post, fax, email) and priorities and organizes it
- Replies to and looks after correspondence (replies)
- Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by drafting minutes of the meetings
- Prepares and organizes information materials for the officer responsible for the contract and cooperation and/or meetings
- Helps organizing events and document meetings, workshops and seminars within or outside the project
- Responsible for requesting quotations according to the GIZ regulations
- Responsible for preparing contracts with regard to events
- Helps preparing visitor programs, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservations for project team
- Answers, reviews, forwards and/or takes calls
- Photocopies and scans documents as needed
- Treats information confidentially
- Office coordination, office management and general coordination with other GIZ projects
- Regularly draws up a list of forthcoming meetings and events
- Reports damage/defects in office furnishings and equipment to project management and organizes and follows up on maintenance and repair
- Assists in preparing the orderly documentation in the framework of internal controls
- Responsible for the assets management
2. Administration and knowledge management
- Helps maintaining the filing system for the project, treats information confidentially, specifically in the areas of personnel and finance
- Updates the filing system daily with incoming and outgoing correspondence
- Updates the address file with important contact addresses and maintains this
3. Finances:
The Junior Administrative & Finance Officer:
- Responsible for the monthly expenditure forecast and reports accordingly
- Carries out accounting tasks using WINPACCS accounting software
- Submits the end-of-month accounts from the project accounting, cash books and account balance vouchers (through or from WINPACCS) to the officer responsible for the contract and cooperation and forwards them to GIZ Head Office
- Responsible for cash based on the vouchers collected daily
- Reconciles the cash book and cash account daily
- Reports any surplus or shortfall in cash
- Reports without delay if the cash holding reaches a minimum level
2. Other Duties/Additional Tasks
The Junior Administrative & Finance Officer:
- Performs other duties and tasks at the request of the supervisor
C. Required qualifications and experience Qualifications:
- University degree (Bachelor or Master) business administration, languages, translation and interpretation or similar area
Professional Experience:
- At least 2 years of working experience in a comparable position.
- Experience with NGO work is an asset
- Fluent in English, German and Arabic are added value
Other experiences and skills
- Good working knowledge of ITC technologies, related software and computer applications (e.g. MS Office)
- Quick learner and willingness to learn new tools and procedures, especially GIZ rules and regulations
- Ability to work independently
- Ability to work with trustworthiness and integrity
- Strong interpersonal and communication skills
- Arabic language skills are an asset
Requirements for application:
- The reference number and position must be mentioned in the subject line of the email, Ref: (ERB-SP21-121) Junior Administrative & Finance Officer
- Subject line of the application should clearly indicate the vacancy applied for.
- CVs and motivations letters that are in the form of IMG, pictures, screen-shots and links will not be accepted.
- Only shortlisted candidates will be contacted.
- Applications passed the expiration date of the advertisement will not be considered.
