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Office Manager

Posted 4 months ago by GIZ
Location Erbil Job Type Permanent
Salary Sector NGO

About the project 

 

Qudra 2 – Resilience for refugees, IDPs, returnees and host communities in response to the protracted Syrian and Iraqi crises” is a regional action co-financed by the EU Regional Trust Fund in Response to the Syrian Crisis, the EU Madad Fund, the German Federal Ministry for Economic Cooperation and Development (BMZ) and Spanish Agency for International Development Cooperation (AECID) seeking to strengthen resilience for Syrian refugees, IDPs, returnees and host communities in response to the protracted Syrian and Iraqi crises. 

 

Responsibilities:

 

Assisting with filing documents in reference files or DMS in line with GIZ’s filing rules

  • Ensuring good communication and flow of information within the programme with the GIZ Qudra staff in Erbil, Dohuk, Sulaiymaniah and Baghdad 
  • Assisting the communication and visibility activities of the programme (in coordination with the country coordinator and the country focal point for communication and visibility)
  • Maintaining the inventory list for the programme
  • Supporting the project with their events and workshop preparations such as preparing the meeting rooms and making sure they are supplied with the necessary equipment 
  • Photocopies and scans documents as needed
  • Manages and coordinates schedules for regular team meetings, and other events (e.g. workshops), responsible for booking the meeting rooms in the office
  • Photocopies and scans documents as needed 
  • Communication and liaison with the different service providers who provide services for the projects’ offices, e.g. landlord, cleaning and maintenance companies, etc.
  • Supports the administration team in the registration of office assets in the inventory system, creating room lists, and labeling assets
  • Report malfunctions or maintenance needs of office equipment to the relevant units, e.g. IT, maintenance team, logistics team, etc.
  • Quality control of the services provided by external service providers, such as cleaning and maintenance services, and report any problems or issues to the relevant units
  • Processes small procurement requests for office supplies such as stationary, small office equipment, hosting and catering items such as tea, coffee, etc. in close coordination with the administration team
  • Responsible for mail delivery and shipping of documents among the project offices in Iraq 
  • In charge of receiving the goods that are procured and delivered to the project by performing quality and quantity checks 
  • Where appropriate and reasonable, the position holder could be asked by the line manager to perform tasks outside the scope of the job description

 

Qualifications:

  • University degree in office management/ administration or similar area
  • At least 2 years professional experience in a comparable position
  • Fluent in spoken and written Kurdish, English ideally a knowledge of Arabic
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
  • Strong organizational and time management skills
  • Ability to set and determine work priorities and organize tasks accordingly
  • Proactive attitude and problem-solving skills. 

 

Requirements for application: 

  • The reference number and position must be mentioned in the subject line of the email, Ref: (EBL-Qudra022-067) Office Manager
  • The subject line of the application should clearly indicate the vacancy applied for. 
  • CVs and motivation 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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The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development and international education...

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Sector Specialisms: Services
Office Location: Erbil, Iraq