A. Responsibilities
The office manager is responsible for
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ensuring that the secretariat runs smoothly
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good communication flow, particularly with the country director
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daily operational performance of all administrative tasks for the country director and the entire office
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filing documents in reference files or in DMS in line with GIZ’s filing rules
B. Tasks
The office manager performs the following tasks:
1. Secretariat work and services
The office manager
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organises and coordinates the country director’s schedule
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reminds, updates and notifies the country director of daily appointments
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prepares and organises information materials for the country director and/or meetings
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answers, reviews, forwards and/or takes calls
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manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
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replies and looks after correspondence
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photocopies and scans documents as needed
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participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
2.Travel Management
The office manager
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is responsible for travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)
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procures tickets for domestic and international travel
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organises visas and other necessary permits and documents for the country director
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is responsible for housing booking (compound)
3. Office coordination, office management and general coordination
The office manager
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coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office
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coordinates and organises rooms for meetings
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coordinates equipment etc. required for meetings with the responsible person
4. Administration
The office manager
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assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
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updates the filing system daily with incoming and outgoing correspondence
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maintains the inventory list for the country office
5. General tasks
The office manager
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welcomes visitors in a friendly manner and serves them with beverages
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interprets and translates as required
Other duties/additional tasks
The office manager
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performs other duties and tasks at the request of management
C. Required qualifications, competences and experience
Qualifications
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university degree in office management/administration or similar area
Professional experience
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at least 3 years’ professional experience in a comparable position
Other knowledge, additional competences
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good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
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excellent knowledge in MS Outlook
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excellent command in spoken and written English
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highly proficient in spoken and written German
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good management and organisational skills
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willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
