Office Manager with ref. GIZ-OMBI

Location	Baghdad	Job Type	Permanent
Salary		Sector	NGO

Migration/Reintegration Advisor Migration Advice Centre Context
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 eleven 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. This objective is actively being pursued by the following components: (1) Migration Policy Advice (2) Migration Advice (3) Development-oriented Return of Migrants (4) Diaspora Cooperation (5) Business Ideas for Development.

Responsibilities The office manager is responsible for

Liaising with customers in a service-oriented manner on behalf of the Migration 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.

Tasks

Phone and reception services

The office manager 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 deputisation for other staff members
ensures that visitors are comfortable by offering newspapers, refreshments etc.

Office work and services
The office manager

ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
sorts and distributes incoming correspondence (email,fax, 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 manager

Take on facility management roles and ensure maintenance is reported, carried out and monitored.
performs other duties and tasks at the request of management

Required qualifications, competencies and experience Qualifications Professional experience

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

Responsibilities The office manager is responsible for

Liaising with customers in a service-oriented manner on behalf of the Migration 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.

Tasks

Phone and reception services

The office manager 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 deputisation for other staff members

ensures that visitors are comfortable by offering newspapers, refreshments etc.

Office work and services The office manager

ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)

sorts and distributes incoming correspondence (email,fax, 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 manager

Take on facility management roles and ensure maintenance is reported, carried out and monitored.

performs other duties and tasks at the request of management

Required qualifications, competencies and experience Qualifications Professional experience

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

Share this Job

GIZ

Office work and services
The office manager

Support in Financial Administration
The position holder

Other duties/additional tasks
The office manager