The planned project is active in the Ninawa governorate and focuses on the districts of Mosul, Sinjar and Tel Afar. It aims to strengthen the resilience of the population in dealing with crises and conflicts and implements measures in the fields of activity 1st employment promotion, 2nd rehabilitation of public social infrastructure and 3rd promotion of social cohesion.
The project builds on the already achieved effects of the projects "Stabilizing the livelihood for returnees and the local population in Iraq" and "Crisis-preventive reconstruction Mosul". All three planned fields of action can be connected to the structures already created by German development cooperation and contribute to the expansion of the engagement of German development cooperation and to the improvement of the living conditions of the population in Ninawa. Activities to improve the local economic situation are flanked by innovative approaches to strengthen social cohesion and psychosocial support for the target group. The targeted inclusion of behavioral science approaches in the implementation of selected activities, particularly in the area of promoting social cohesion, increases the effectiveness of the project and contributes to the acquisition of new evidence.
The Office Manager is responsible for
providing comprehensive high-quality support to the GIZ Project office on all aspects of the office management according to GIZ regulations (human resources, ICT, purchasing, transportation, and the whole office administration).
Supporting the finance officer.
Ensuring that the Project office runs smoothly
good communication flow, particularly with the project team and wider programme and support staff
Supporting the office in all administrative and financial matters, such as contracts and payments, time tables, specially for construction contracts & works.
Translates documents and interprets to/from into English/Arabic/Kurdish
Supports the engineers in filling relevant construction documents.
The Project Assistant performs the following tasks:
Secretariat work and services
The Office Manager
prepares and organises information and materials for the projects, including meeting preparations
answers, reviews, forwards and/or takes calls
manages incoming and outgoing correspondence (post, fax, email) prioritises and organises it
informs the superior on upcoming deadlines to ensure work output is on time
replies and looks after correspondence relating to matters of administration
prepares and manages the GIZ filing system with responsibility for all contract filing with the support of the Project staff
participates in internal and external (team) meetings and workshops and assists with documenting these and ensuring the outputs are actioned
Office coordination, office management and general coordination
The Office Manager
deals with attendance monitoring, annual and other leave requests for contracted staff
coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events
coordinates and organises rooms for meetings
to be the focal point for the GIZ construction team on all administrative and security matters including small item purchase requests, attending regular meetings and giving appropriate information to the Project team.
Manage communications with external companies to support the Project aims
The Office Manager
assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
filing documents in project reference files and uploading documents in DMS in line with GIZ’s filing rules
Prepares a filling system for construction works
leads preparations for GIZ Internal Control and Audits
updates the filing system daily with incoming and outgoing correspondence
maintains the inventory list for the office/project/programme
The office manager
interprets and translates as required
help ensure all Project staff work effectively together and encourage a positive, team based atmosphere
Support for preparing ToRs for Consultant services.
Other duties/additional tasks
The office manager
has to have a experience in construction office work, such as construction invoices, measurement sheets and construction site dairies.
Required qualifications, competences and experience
College or university degree in office management/administration/ accounting or similar area or engineering.
at least 3 years’ professional experience in a comparable position
Other knowledge, additional competences
previous experience of a INGO or International office is desirable
Engineering Office work
good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office)
strong financial and accounting know-how
fluency in Arabic, Kurdish and English (both oral and in writing)
Confident manner with the ability to take strong decisions to meet Project and office aims
good management and organisational skills
strong willingness to up-skill as required by the tasks to be performed – The office manager will also be expected to train on the job and gain the appropriate experience in order to fulfil the job description
familiar with law and regulations relating to construction is an asset
willingness to work independently
Requirements for application:
Subject line of the application should clearly indicate the vacancy applied for.
CVs and motivations letters that are in the form of IMG, pictures, screenshots and links will not be accepted.
Only shortlisted candidates will be contacted.
Applications passed the expiration date of the advertisement will not be considered.