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Logistics and Administrative Assistant

Posted 11 days ago by GIZ
Location Duhok Job Type Permanent
Sector Logistics
Background
The GIZ project “Sport for Development” aims to provide sport activities in IDP and refugee camps as well as in host communities as a means of psychosocial support, violence prevention and conflict transformation. The project capacitates trainers, multipliers and social workers in the holistic and sustainable Sport for Development-methodology and provides sport equipment to implementation sites.The position will be based in the GIZ Office in Dohuk with frequent trips including overnight stays to Erbil and Sulemaniya.
Responsibilities
• ensuring that tasks are carried out smoothly within the assigned area of responsibility
• organising and coordinating all work stages
• performing all daily duties in the assigned area of responsibility
• liaising with partners and members of the target groups in a service-oriented manner on behalf of GIZ
• maintaining a friendly and empathetic attitude to all partners and member
• communicating efficiently with offices with which regular contact is maintained
Tasks
1. Assisting in Organization of Workshops and other Events The Administration and Logistics Assistant:
• assists international and national trainers and facilitators in preparing and implementing trainings, workshops, seminars etc.
• translates for international trainers and advisors in daily routine matters
• liaises with partners, owner of venues for events and caterers
• ensures that participants register themselves
• assists in handing out travel or food allowances to participants against signature
• handles projectors and sound systems, flipcharts, pin boards and stationary
• runs errands for the program team, e.g. sending letters and messages
• pays bills and buys equipment for the program team in smaller quantities, collects quotations from suppliers
2. Driving and car service The Training Organization and Logistics Assistant:
• contributes to the pool and duty driver system in Dohuk according to agreements between the international advisor and the GIZ fleet manager
• provides passenger transport in an official car for program staff, official visitors and other guests
• provides service within a flexible time arrangement, availability on weekends and in the evening after agreement
• helps with transporting goods
• completes the vehicle log correctly and conscientiously in accordance with GIZ standards
• cleans the interior and exterior of the vehicle(s) regularly
• checks oil, water, brakes and brake liquid, tyre pressure, battery levels and the entire vehicle, monthly or every 5,000 km (whichever is first), headlights, brakes, bodywork for dents etc.
• is responsible for the project vehicle documents and their good condition, keeping a vehicle log and recording monthly maintenance
• calculates monthly petrol, oil and lubricant consumption for the daily cash fund and for forwarding monthly vouchers to cost accounting
• reports need for service and carries out minor repairs
• immediately reports all involvement of the project or office vehicle in accidents, including minor accidents, damage, loss or theft of vehicle fittings \
3. Financial Administration
The positon holder
• handles payments according to GIZ rules and regulations up to set value limit using GIZ software where applicable
• checks and prepares invoices for payments according to GIZ rules and regulations
• prepares for internal control sessions conducted by GIZ Office Amman, GIZ HQ Audit Unit, and other related external audits for Inventory, IT and certain area of financial management
• follows up on recommendations of internal control reports and monthly error sheets produced by the GIZ Office
4. Procurement of goods and services/Logistics Management: The position holder
• handles procurement of goods up to EUR 2500 in accordance with GIZ guidelines in coordination with project staff (preparing for tendering, purchase orders etc.)
• handles service and consultant’s contracts up to EUR 2500 in accordance with GIZ guidelines in coordination with direct superior (preparation of consulting contracts, service provider agreements, etc.)
• processes related invoices in line with GIZ rules and regulations
• organizes events, seminars, conferences and workshops, including handling all related logistics and financial processes according to GIZ rules and regulations
• supports booking of tickets and preparation of travel arrangements
• supports project team in preparing travel expenses settlements and presenting complete documentation to GIZ Office for further processing
5. Knowledge management The Training Organization and Logistics Assistant:
• makes himself familiar with the goal and objectives of events he will assist to organize
• uses all available information (including current radio news on traffic conditions) to update daily knowledge of road conditions, current passable routes and locations, and shares this information with other office drivers
• collects relevant information from participants in trainings and other events
• helps disseminating important information among participants
6. Other duties/additional tasks The Training Organization and Logistics Assistant:
• assists other colleagues as needed in the project, programme or office if there is no training or other task pending, carries out other office work on request
• contributes to duty driver system on evenings and weekends according to special agreements between his superior and the fleet manager in Dohuk
Required qualifications, competences and experience Qualifications
• some tertiary education concluded with a diploma
Professional experience
• at least 3 years’ professional experience in a comparable position
Additional competences
• good working knowledge of ITC technologies (related software, smart phone, fax, email, the internet) and computer applications (e.g. MS Office)
• outstanding management skills
• general interest in sports in an asset
• outstanding communication skills
• confidential handling of information on staff and finances
• Experience in administration work in similar field or development organizations
• Experience in preparation of purchase orders and service contracts and invoice follow up
• perfect knowledge in oral and written Kurdish
• very good knowledge of the English language, good in oral and written Arabic
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Motivated and ready to work in an international context and motivated team
• Team player but also being able to work on tasks independently
• Solution-oriented

 

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