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Junior Administrative Officer

Posted 4 months ago by GIZ
Location Erbil Job Type Permanent
Salary Sector Administration, Services
Within the framework of the “Migration for Development” programme financed by the German  Federal Ministry for Economic Cooperation and Development (BMZ), GIZ supports more than  twenty countries to better use the potential of international migration for development. As part  of the “Migration for Development” programme, the Programme of “Returning to New  Opportunities” establishes to build the migration advice structures in the countries of origin 
and enhance it by setting-up and developing Migration Advice Centres about migration. 
In the context of migration advice, activities to support and advice on regular migration as well  as to improve the social and economic reintegration of migrants and refugees returning to their  country of origin is the goal. 
 
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-Erbil, Career Centre Erbil and GMAC-Baghdad  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  
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 and Arabic language, ideally a knowledge of German  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.  
 
Requirements for application:  
  • The subject line of the application should clearly indicate the vacancy applied for.  
  • CVs and motivations letters that are in the form of IMG, pictures, screenshots and  links will not be accepted.  
  • Only shortlisted candidates will be contacted.  
  • Applications past the expiration date of the advertisement will not be considered.

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Sector Specialisms: Services
Office Location: Erbil, Iraq