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Office Manager

Posted 21 days ago by GIZ
Location Baghdad Job Type Permanent
Sector Administration
Responsibilities
The Office Manager is
▪ responsible for the overall administrative coordination of the office team
▪ providing administrative services for the project office
▪ meeting the administrative needs of the office independently, with a minimum of intervention
▪ ensuring that financial and administrative regulations are complied
 
 
Tasks
Coordination The Office Manager
▪ reminds, updates and notifies the Country Director of daily appointments
▪ prepares and organises information materials for the Country Director and/or meetings
▪ manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
▪ photocopies and scans documents as needed
▪ organises and coordinates the Country Director ́s schedule
▪ ensures that information is exchanged between office staff, partners and other institutions
▪ prepares routine correspondence requested by the Country Director
▪ assists the Country Director in meetings and in the day-to-day implementation of the project
▪ supports carrying out the daily communications on behalf of the Country Director
▪ Follows up the calendar, makes appointments and calendar entry for the Country Director
 
 
Administration The Office Manager
▪ is responsible for overseeing organisation of administrative and logistical aspects of office (meetings, workshops, travels, trainings etc.)
▪ coordinates with the GIZ office on the mode of service delivery
▪ is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
▪ manages confidential files, specifically in the areas of personnel and project administration
▪ ensures the bookkeeping of the project
▪ prepares contracts under 2.500 EUR and prepares documentation for contracts
▪ organizes and administrates travels and hotel bookings and prepares travel claims
▪ files documents in reference files in line with GIZ’s filing rules
 
 
Finance and accounting The Office Manager
▪ Prepares monthly accounting and financial plans of the Project Office
▪ Assists in monitoring financial development of projects
▪ responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers,
▪ checks travel expense statements of staff for approval by the superior,
▪ follows up of the invoices from the third parties,
▪ is responsible to support for the correspondence related with financial matters.
 
 
Other duties/additional tasks The Office Manager
▪ performs other duties and tasks at the request of management
 
 
Required qualifications, experiences and competences
▪ secondary school education
▪ certificate/diploma or similar qualification from a recognised clerical college, preferably in the field of business administration, human resources, business management or communication
 
 
Professional experience
▪ At least 3 years’ professional experience in a comparable position
 
 
Other knowledge, additional competences
▪ good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
▪ very good knowledge of English, ideally a knowledge of German
▪ good management and organisational skills
▪ good communication skills
▪ customer and service-oriented attitude
▪ reporting skills in English and preferably German
▪ willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with the Programme Manager in the yearly Assessment.

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Sector Specialisms: Service
Office Location: Erbil, Iraq