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Office Manager

Posted 3 months ago by GIZ
Location Baghdad Job Type Permanent
Salary Sector NGO

Job title: Office Manager – 2A
Reports to: Country director
Duty Station: Baghdad

 

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, on behalf of the German Government, the Federal Ministry for Economic Cooperation and Development (BMZ), the Federal Foreign Office (AA) and the European Union (EU), is working on the following priority areas in Iraq:

 

  • Reconstruction and Peacebuilding
  • Economic Development and Life Perspectives
  • Governance

GIZ is assisting the Iraqi Government since 2014 in planning and implementing the relevantmeasures and supporting them in better coordinating the various donors in the country. With Country
Offices in Baghdad and Erbil, GIZ is supporting the mentioned activities with around 300 national and
around 100 international staff members.


The GIZ Country Office in Iraq was established in 2018. The The Country office main location 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 and Management Team.

 

A. Responsibilities
The office manager is responsible for

  • Ensuring a smooth operation of the office
  • Conducting all administrative tasks for the country director and the entire office
  • Logistical support and preparation of documents and letters
  • Liaison and communication with Embassies, Government Institutions and Partner Organizations etc.
  • Filing documents in reference files or in DMS in line with GIZ’s rules

The office manager performs the following tasks:
B. Tasks

1. Secretariat work and services

The office manager

  • organizes and coordinates the country director’s schedule
  • reminds, updates and notifies the country director of daily appointments
  • prepares and organizes 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 prioritizes and organizes 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
  • organizes internal and external meetings and workshops and assists with documenting these, e.g. by taking minutes
  • Translates documents Arabic/English
2. Office coordination, office management and general coordination
 
The office manager
  • manages 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 organizes rooms for meetings
  • organizes equipment etc. required for meetings with the responsible person
  • arranges the procurement of all office supplies for the country director’s 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
Other duties/additional tasks
The office manager
  • Performs any other duties and tasks as requested by the management
C. Required qualifications, competences and experience
 
Qualifications
  • university degree in office management/business administration or similar areas
Professional experience
  • at least 10 years’ professional experience in a comparable position (preferable Embassy, INGO or International Private Sector Companies)
Other knowledge, additional competences
  • good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Excellent English language skills, knowledge of German would be an advantage
  • 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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