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Office Manager

Posted about 1 month ago by GIZ
Location Erbil Job Type Permanent
Salary Sector NGO

Job Title: Office Manager
Reports to: Senior Finance and Administration Manager
Duty Station: Erbil, KRI

 

The main objective of the GIZ project “Employment Promotion for IDPs, refugees, returnees and socially deprived households in host communities” (P4E – Prospects for Employment) is to improve the access to employment opportunities, particularly in the private sector, for internally displaced persons, refugees, returnees, and socially deprived households in host communities within Iraq and KRI.

To achieve this goal, the project is working in three fields of action: (1) increasing job seeker’s employability for the job market and employers in the private sector; (2) creating new employment opportunities through supporting the growths of existing entrepreneurs and new start-ups in the region; (3) enhancing the job-matching system through close cooperation between labour market stakeholders.

A. Responsibilities
The office manager is responsible for

  • ensuring that the secretariat runs smoothly
  • ensuring good communication and flow of information within the project/ program, with the GIZ office and relevant departments
  • filing documents in reference files or in DMS in line with GIZ’s filing rules
  • assisting the principal advisor in her administrative tasks
  • assisting the operational performance of the project/ program office

The office manager performs the following tasks:

B. Tasks

1. Secretariat work and services

The office manager

  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it, replies to and looks after correspondence (replies)
  • supports in managing and coordinating the principal advisor’s (AV) schedule
  • manages and coordinates office operations and procedures in close cooperation with the program’s principal advisor and the senior finance and administration manager
  • manages and prepares for visitor program, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservation
  • manages and coordinates schedules for regular team meetings, and other events (e.g. workshops) and assists with documenting these
  • photocopies and scans documents as needed

2. Office coordination, office management and general coordination

The office manager

  • regularly draws up a list of forthcoming meetings and events
  • reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair with the relevant bodies

3. Administration and knowledge management

The office manager

  • creates an address file with important contact addresses and maintains this
  • maintains a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance
4. Focal Points
 
The office manager
  • is a focal point for the following areas: 1) Liaison/ RMO, 2) Health & Wellbeing, 3) Human Resources (HR):
1) Liaison / RMO Focal Point
  • ensures that all information (including policies and SOPs) are shared and communicated with the entire project/ program staff
  • coordinates and communicates with Liaison office and RMO offices regarding the movement of staff, supports the organization of mandatory travel documents within the country
  • ensures that information regarding the RMO EMNS system is shared with the entire staff
  • supports the staff in handling SOPs, EMNS and all other security relevant means and processes
  • participates regularly in RMO meetings and exchanges regularly with RMO staff
  • facilitates all movement requests, including the booking of security relevant trips
2) Health & Wellbeing Focal Point
  • attends regularly relevant meetings (e.g. “Health Buddy” meeting regarding Covid-19)
  • coordinates and communicates with the Health Focal Point and Staff Care Group Representatives and ensures a continued flow of information and knowledge sharing with project/ program staff
  • supports principle advisor (AV) in organizing staff care activities
3) Human Resources (HR) Focal Point
  • communicates and coordinates with HR GIZ office for all HR issues including, holiday and leave days
  • coordinates and supports all national project/ program staff regarding the management of leave days
  • supports staff with travel management and settlement of travel claims including qualitycontrol and bookings, including communication and coordination with relevant Finance units of CO regarding travel claims
5. General tasks
 
The office manager
  • ensures that visitors (guests, counterparts, project staff or consultants) are comfortable and also well informed about the location and how to get to the GIZ office
  • supports and facilitates a smooth start for new staff members (national and international), including the coordination with the liaison department of GIZ office regarding official registration documents

6. 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/ administration or similar area
Professional experience
  • At least 2-3 years of professional experience in office administration/ management, and/or staff security, or in a comparable position
Other knowledge, additional competences
  • good working knowledge of ITC technologies (related software, phone, email, internet) and computer applications (MS Office)
  • very good knowledge of the English language (spoken and written), ideally also knowledge of the German language
  • good management and organisational skills, including data and information management
  • ability to manage and prioritize requests of different thematical areas / departments
  • strong interpersonal and intercultural skills
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
  • professional experience with GIZ and/or with an international company/ organization is an asset
Requirements for application:
  • The reference number and position must be mentioned in the subject line of the email, Ref: (EBL-P4E21-148) 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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