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Office Manager

Posted 8 days ago by GIZ
Location Baghdad Job Type Permanent
Sector Service
A.Responsibilities
The office manager is responsible for
  • ensuring that the secretariat runs smoothly
  • good communication flow, particularly with the country director
  • 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
 
 
 
B.Tasks
  1. Secretariat work and services
  • 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
  • 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
  1. Travel Management
  • is responsible for travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)
  • procures tickets for domestic and international travel
  • organises visas and other necessary permits and documents for the country director
  • is responsible for housing booking (compound)
  1. Office coordination, office management and general coordination
  • 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
  1. Administration
  • 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 country office
  1. General tasks
  • welcomes visitors in a friendly manner and serves them with beverages
  • interprets and translates as required
  • Other duties/additional tasks
  • 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 3 years’ professional experience in a comparable position
Other knowledge, additional competences
  • good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • excellent knowledge in MS Outlook
  • excellent command in spoken and written English
  • highly proficient in spoken and written German
  • good management and organisational skills
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

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“The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employe...

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