Office Manager

Posted 8 months ago by GIZ
Location Duhok Job Type Permanent
Salary Sector Administration, Services

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
General tasks
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. 
Professional experience
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.

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