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Office Manager

Posted 5 months ago by GIZ
Location Baghdad Job Type Permanent
Salary Sector NGO

The GIZ Country Office in Iraq was established in 2018. The Portfolio of GIZ in Iraq is the largest worldwide with more than 400 staff and approximate 25 projects. The Country office main locations is in the capital Baghdad with the administrative part of the office being located in Erbil.
The main task of the Country Directors Office is to coordinate all GIZ activities in Iraq, develop the portfolio, liaise with the Government of Iraq, Iraqi partner institutions and other donors (e.g. EU, World bank) the German Embassy as well as the Consulate General in Erbil. The Country Director is responsible for all management and security decisions, internal policies, overall leadership, and staff care. The Country Director is supported and coordinates in country with the Senior Management Team and the Management team. Her coordinates all major policy decision with the HQ in Germany (Head of Division)


A. Responsibilities
The office manager is responsible for

  •  ensuring that the secretariat runs smoothly
  •  good communication flow, with the country director and all managers (Portoliomanager Baghdad, CMO, HoFA, RMO, SMT)
  •  daily operational performance of all administrative tasks for the country director and the entire office
  •  filing documents in reference files or in DMS in line with GIZ’s filing rules
  •  procures

 

The office manager performs the following tasks:


B. Tasks
1. Secretariat work and services
The office manager

  •  organises and coordinates the country director’s schedule
  •  reminds, updates and notifies the country director of daily appointments
  •  prepares and organises information materials for the country director and/or meetings
  •  answers, reviews, forwards and/or takes calls
  •  manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  •  replies and looks after correspondence and checks language/formats of all official outgoing correspondence
  •  handles incoming calls for the country director
  •  photocopies and scans documents as needed
  •  participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes

2. Office coordination, office management and general coordination
The office manager

  •  deals with annual and other leave requests for contracted experts
  •  coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office
  •  coordinates and organises rooms for meetings
  •  coordinates equipment etc. required for meetings with the responsible person
  •  organizes the procurement of all office supplies for the country directors office
  •  coordinates the room bookings in the compound and acts as the focal point between the GIZ Iraq and the compound managers

3. Administration
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
  •  updates the filing system daily with incoming and outgoing correspondence
  •  maintains the inventory list for the office/project/programme


4. General tasks
The office manager

  •  welcomes visitors in a friendly manner and serves them with beverages
  •  interprets and translates as required

 

5. Other duties/additional tasks

The office manager

  •  performs other duties and tasks at the request of management

 

C. Required qualifications, competences and experience
Qualifications

  •  university degree in office management/business administration or similar areas 

Professional experience

  •  at least 5 years’ professional experience in a comparable position


Other knowledge, additional competences

  •  good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  •  good knowledge of the European language widely used in the country, ideally a knowledge of German
  •  good management and organisational 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: (BGH-CO21-116) Office manager
  •  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.

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