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Program Assistant

Posted 19 days ago by GIZ
Location Erbil Job Type Contract
Sector Service
Duration of contract: 1st January 2019 – 30th June 2019
Responsibilities:
The programme assistant is responsible for
— ensuring that the secretariat runs smoothly 
— ensuring good communication and flow of information within the programme and with the GIZ offices in KR-I,
Ankara 
— filing documents in reference files or in DMS in line with GIZ’s filing rules 
— assisting the Programme Component Manager in her administrative tasks 
— assisting the communication and visibility activities of the programme component (in coordination with the
Programme Component Manager and the Country Focal Point for Communication and Visibility) 
— supporting the organising and logistics of the capacity development sub-component
 
The programme assistant performs the following tasks:
 
Tasks:
Secretariat work and services The programme assistant
— organises and coordinates appointments for the Programme Component 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) 
— prepares and organises information material for the Programme Component Manager and/or meetings
 — helps organise events and document meetings, workshops and seminars within or outside the project 
— helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and
ticket reservations 
— participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by
writing minutes 
— photocopies and scans documents as needed
 
Office coordination, office management and general coordination The programme assistant
— 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
 
Administration and knowledge management The programme assistant
— creates an address file with important contact addresses and maintains this 
— helps create and maintain a filing system for the programme, treats information confidentially, specifically in the
areas of personnel and finance
 — updates the filing system daily with relevant incoming and outgoing correspondence — maintains the inventory list for the programme
 
General tasks The programme assistant
— ensures that visitors (guests, counterparts, programme staff or consultants) are comfortable by offering
refreshments 
— organises and coordinates programme support staff and works well with them
 
Other duties/ additional tasks The programme assistant
— performs other duties and tasks at the request of management
 
Required qualifications, competences and experience:
Qualifications 
— University degree in office management/ administration or similar area
 
Professional experience 
— At least 3 years’ professional experience in a comparable position
Other knowledge, additional competences 
— Very good working knowledge of ITC technologies (related software, phone, email, the internet) and computer
applications (e.g. MS Office)
 — Fluent in spoken and written Kurdish, English, ideally a knowledge of German 
— Very good organisational and logistical skills 
— Customer and service-oriented attitude
 — Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with
management


 

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Sector Specialisms: Service
Office Location: Erbil, Iraq