The Global Programme “Programme Migration for Development” (PME) is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) to establish migration advice structures in twelve partner countries of German Development Cooperation.
The objective of the programme is to strengthen the development-relevant contributions of migrants in their countries of origin and improve the framework conditions for legal migration in selected partner countries.
The office assistant is responsible for
Liaising with customers in a service-oriented manner on behalf of the Advice Centre by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area
Dealing with phone calls related to GIZ.
Possibly dealing with emails and all office appointments
Ensuring incoming and outgoing calls are efficient and uninterrupted
Performing reception and secretariat services on a daily basis
Design and implement visitor management system.
Phone and reception services
The receptionist answers and accepts phone calls and messages and/or forwards them
maintains a call back list of all incoming calls which cannot be taken by the relevant staff member
registers, documents and organises incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)
ensures deputation for other staff members
ensures that visitors are comfortable by offering newspapers, refreshments etc.
Office work and services
The office assistant
ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
sorts and distributes incoming correspondence (email and other official documents)
is responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc., and is responsible for these
ensures periodicals are put out
orders missing office equipment and supports the well-functioning of the GMAC
Administration and Logistic Tasks
Assisting in Organization of Workshops and other Events
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
Support in Financial Administration
The position holder
assists in payments according to GIZ rules and regulations
checks and prepares invoices for payments according to GIZ rules and regulations
handles procurement of goods in accordance with GIZ guidelines in coordination with project staff (preparing for tendering, purchase orders etc.)
processes related invoices in line with 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
Other duties/additional tasks
The office assistant
Take on facility management roles and ensure maintenance is reported, carried out and monitored.
performs other duties and tasks at the request of management
C. Required qualifications, competencies and experience Qualifications
Education: University degree in financial administration, finance, business administration.
Experience: Minimum of 1-3 years of relevant occupational experience. Work for an international company or development organization is an advantage.
Responsibility: Independent execution of tasks according to existing planning and consultation with supervisor and colleagues.
Tasks require constructive creative thinking, sometimes also conceptual initiative.
Fluent Arabic and fluent English language proficiencies are mandatory (written and spoken). German language is an advantage.
Other knowledge, additional competencies
Office Software literacy
Team player, proactive and responsible personality, innovative and flexible.
good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
very good written and oral knowledge of English and Arabic and knowledge of German is advantage.
politeness and helpfulness in dealing with visitors
willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management