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Junior Administrative Officer

Posted about 2 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
  • 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: 
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 passed the expiration date of the advertisement will not be considered.

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Sector Specialisms: Services
Office Location: Erbil, Iraq