A. Responsibilities
The project assistant is responsible for
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ensuring that the secretariat runs smoothly
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ensuring good communication and flow of information within the project/programme and with the GIZ office
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filing documents in reference files or in DMS in line with GIZ’s filing rules
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assisting the principal advisor in his/her administrative tasks (e.g. procuring tickets)
The project assistant performs the following tasks:
B. Tasks
1. Office management and services
The project assistant
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organises and coordinates appointments for the officer responsible for the contract and cooperation
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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 to and looks after correspondence (replies)
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prepares and organises information materials for the officer responsible for the contract and cooperation and/or meetings
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helps organise events and document meetings, workshops and seminars within or outside the project
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helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations
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participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
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photocopies and scans documents as needed
2. Office coordination, office management and general coordination
The project assistant
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regularly draws up a list of forthcoming meetings and events
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reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
3. Administration and knowledge management
The project assistant
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creates an address file with important contact addresses and maintains this
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helps create and maintain a filing system for the office or project, 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
4. Finance
The project assistant
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supports monitoring the monthly accounting and financial plans
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supports financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
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supports checks travel expense statements of staff for approval by the superior
5. General tasks
The project assistant
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ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments
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organises and coordinates project support staff and works well with them
6. Other duties/additional tasks
The project assistant
▪ performs other duties and tasks at the request of management
C.Required qualifications, competences and experience
Qualifications
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secondary school education
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certificate/diploma or similar qualification from a recognised clerical college
Professional experience
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At least 1-3 years’ professional experience in a comparable position
Other knowledge, additional competences
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good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
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very good knowledge of the European language widely used in the country, ideally a
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knowledge of German
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good management and organisational skills
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customer and service-oriented attitude
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willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
