Name: Office Manager
Manager's function: Program Manager
Organisational unit: 3A00
Country: Iraq – Duty Station: Erbil, KRI, Iraq
Job description created on: 03.03.2022
National staff
Core tasks
In your role you perform the specified commercial, organisational and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordance with the specified objective and with due regard for legal, contractual and internal requirements and procedures.
In this context, you deal independently with specialist matters and use the necessary digital tools for knowledge management. Your main tasks include ensuring that day-to-day business runs smoothly. You respond to written enquiries, reply to non-standard queries, prepare reports and correspondence and translate texts, where necessary.
Your key duties include maintaining appropriate internal and external communications. You have the multilingual skills required to deal with specialised contexts. In response to enquiries, you provide general information within your specialist area based on established processes and with due regard for compliance rules. You also provide information and advice on internal workflows.
You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.
You perform the tasks assigned to you by your line manager, where required.
Main activities
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
Job description
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 contracts, 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 quality control 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 by offering newspapers, refreshments
- 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
Qualifications and specialist knowledge (optional, if required)
Job description
(Qualifications and specialist area)
Qualification 1: University or college degree in office management/ administration or similar area
Qualification 2: Professional experience:
- At least 2-3 years of professional experience in office administration/ management, and/or staff security, or in a comparable position
Qualification 3
- 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
