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

• organising and coordinating all work stages related to admin and communication

• performing all daily duties in the assigned area of responsibility

• liaising with partners, project and country office in a service-oriented manner  

• communicating efficiently with Qudra colleagues and offices with which regular contact is maintained

• keeps a list of all appraisers for short-term assignments 

The office assistant (travel and visitors) performs the following tasks:

Tasks

Logistics
The office assistant 

• processes applications, movement requests and other necessary tasks/forms required by the country office/RMO/fleet management as well as serving as a logistics focal point

• arranges accommodation in Baghdad and Erbil for staff members, consultants and visitors 

• helps answer any questions experts may have regarding their outbound travel, in accordance with the services provided by the GIZ office 

Administration 
The office assistant 

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

• coordinates admin issues on behalf for the Qudra Programme with other projects in Jadriyah building

• maintains the inventory list for the Qudra programme

• checks travel expense statements of staff for approval by superior

• maintains a list of all experts on assignment in the country 

• replies and looks after correspondence, meetings & events 

• participates in the meetings and workshops and assists with documenting these, e.g. by taking minutes

• liaises with Risk Management Office on staff related field trips & missions  

Event Management
The office assistant 

• organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events

• arranges logistics and interpretation services for the meetings and events  

Communication, reporting, and visibility 
The office assistant  

• Collects, edits and prepares material for social media and any Qudra platform in coordination with the advisors and the communication and visibility department

• Provides quality checks to reports and material submitted by local partners, consultants and service providers  

Other duties/additional tasks
The office assistant (travel and visitors)

• photocopies and scans documents as needed

• performs other duties and tasks at the request of management 

Required qualifications, competences and experience
Qualifications

• secondary education and certificate in event management or similar area and/or

• English Language and Literature 

Professional experience

• 1-3 years’ professional experience in a comparable position

Other knowledge, additional competences

• Proven English knowledge (minimum of 6.5 ILETS or 79 at TOEFL ibt) 

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

• outstanding administrative skills

• outstanding communication skills

• confidential handling of information on staff and finances

• very good knowledge of the European language widely used in the country, 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:

• The reference number and position must be mentioned in the subject line of the email, Ref: (BGH-QUDRA21-100) 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.