Office Manager with ref. GIZ-OMb

Location	Baghdad	Job Type	Permanent
Salary		Sector	Administration

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.

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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