Office Assistant

The Qudra 2 programme constitutes a multi-partner action to provide a European response, offering the combined strength and capacities of the EU and its Member States` implementing agencies. Qudra 2 is jointly implemented by five European agencies, including AECID, Enabel, EF, GIZ and HIA from Spain, Belgium, France, Germany, and Hungary respectively. The objective is to strengthen the resilience of refugees, IDPs, returnees and host communities in response to the protracted crisis in Syria. Qudra as regional programme works with refugees, displaced persons, returnees and host communities in four countries bordering Syria, namely Iraq, Jordan, Lebanon and Turkey.

Responsibilities
The office assistant is responsible for

• ensuring that tasks are carried out smoothly within the assigned area of responsibility

• assisting with filing documents in reference files or DMS in line with GIZ’s filing rules

• ensuring good communication and flow of information within the programme and with the GIZ offices in Iraq, Jordan and Turkey

• performing all daily duties in the assigned area of responsibility

• assisting the communication and visibility activities of the programme (in coordination with the country coordinator and the country focal point for communication and visibility)

The office assistant performs the following tasks:

Tasks
Secretariat work and services 

The office assistant 

• Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it

• Preparing and sending meeting invitation letters to partners 

• Helps organise events, meetings, workshops and seminars within or outside the project

• Participates in internal and external meetings and workshops and assists with documenting these, taking minutes (if necessary, taking photos)

• Ensuring contact with liaison manager within GIZ - Country Office to process applications, visas and other necessary permits required by government institutions for staff and partners

• Performing as a Travel and Logistic focal point for the programme that needs to provide travellers with all the necessary information for their inbound travel (draws up travel schedules, organises transport and makes hotel and ticket reservations for the staff/visitors) in accordance with GIZ rules and regulations 

• Photocopies, scans and filing documents in folders and DMS as needed

• Shipment of the documents to final destination

Office coordination, office management and general coordination 
The office assistant 

• Following up on procurement of office stationery, hygienic items, kitchen necessities and any necessary office requirements 

• Preparing of purchase/service requests 

• Assisting accountant officer for purchasing and distribution of monthly recharge phone/internet cards

• Communicating with drivers and cleaners for easier management of tasks

• Reports damage/ defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair   

Administration and knowledge management 
The office assistant 

• Creates an address file with important contact addresses and maintains this 

• Managing timesheets for all staff and tracking missing ones and uploading it in files 

• Helps crate and maintain a filing system for the programme, treats information confidentially, specially in the areas of personnel and finance 

• Updates the filing system daily with relevant incoming and outgoing correspondence

• Maintains the inventory list for the programme 

General tasks 
The office assistant 

• Ensures that visitors (guests, counterparts, programme staff or consultants) are comfortable by offering refreshments

• Organises and coordinates programme support staff and works well with them

Other duties/additional tasks
The office assistant 

• performs other duties and tasks at the request of management 

Required qualifications, competences and experience
Qualifications

• University degree in office management/ administration or similar area

Professional experience

• at least 2 years’ professional experience in a comparable position

Other knowledge, additional competences

• very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

• fluent in spoken and written Kurdish, English ideally a knowledge of Arabic

• outstanding management skills

• outstanding communication skills

• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management 

Requirements for application:

• The reference number and position must be mentioned in the subject line of the email, Ref: (ERB-QUDRA21-99) Office assistant 

• Subject line of the application should clearly indicate the vacancy applied for.

• CVs and motivations letters that are in the form of IMG, pictures, screen-shots and links will not be accepted. 

• Only shortlisted candidates will be contacted.

• Applications passed the expiration date of the advertisement will not be considered.