The GIZ Private Sector Development (PSD) Project supports the Government of Iraq to develop its private sector with the objective to create more job opportunities for young people. GIZ is a fully German Government owned organisation active in 130 countries with over 18.000 employees. More information about GIZ are accessible via www.giz.de.The duty station for the “(Junior) Admin/ Finance Officer” is the GIZ, PSD Basra Office.
Responsibilities
The administrative professional is responsible for
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providing administrative services for the project office in Basra.
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meeting the administrative needs of the office independently, with a minimum of intervention
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managing the support and administrative staff at the programme office
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ensuring that financial and administrative regulations are complied with
The administrative professional performs the following tasks:
Tasks
Logistical Support for Project Activities
The Administration officer arranges trainings, events, meetings, delegation tours and travels logistically. This includes e.g. booking of venues, transportation tickets, translators and equipment, invitation of participants etc. The position holder ensures the timely availability of all items and their quality according to GIZ standards.
Coordination
The Administration/ Finance officer:
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Ensures that information is exchanged between project/programme staff, partners and other institutions
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Accompanies the project/programme manager or other team members to meetings if necessary
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Prepares and organises internal meetings
Project Administration
The position holder procures items for the project according to GIZ rules and regulations, keeps track of inventory, supports the GIZ HR department on behalf of the projects, informs about new and existing administration rules, creates and upholds internal project administration procedures, arranges travels and appointments in cooperation with the office manager, handles administrative demands from the respective Iraqi administration offices, and supports the projects in all other
administrative matters.
Contracting
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The position holder prepares contract requests and ensures the availability of all necessary documents according to GIZ quality procedures. Contracting also includes the follow-up, tracking, and registration of contracts in GIZ online systems. This task entails training to staff members and sincere quality control.
Finance and accounting
The administrative professional
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helps prepare programme budget planning
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helps monitor expenses in accordance with the budget
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manages and monitors the monthly accounting and financial plans is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
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checks travel expense statements of staff for approval by the superior
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initials cash withdrawals for various projects
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carries out spot checks of the cash and bank book
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checks requests for funds before release
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audits project accounting
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monitors 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 administrative professional
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performs other duties and tasks at the request of management
Required qualifications, competences and experience
Qualifications
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University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)
Professional experience
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At least 3 years’ professional experience in a comparable position
Other knowledge, additional competences
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good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
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very good knowledge of the European language widely used in the country, ideally a knowledge of German
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in-depth understanding of financial planning and accounting
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broad experience of management and administration
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willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
