Job Title Project Assistant
Reports to: Head of project
Deputy: --
Duty Station: Baghdad
The GIZ Private Sector Development & Employment Promotion Project (PSD) supports the government of Iraq to develop its private sector with the objective to create more job
opportunities for young people. GIZ is a fully German government owned organisation active in 130 countries with over 21.000 employees.
The duty station for this position is the GIZ Baghdad Office.
The PSD project is looking for a project assistant to support the Head of Project on the day- to-day operations. We are a motivated, dynamic and diverse team of 40 people which welcomes personalities with similar qualities.
A. Responsibilities
The project assistant is responsible for
- ensuring that the day-to-day operations runs smoothly
- ensuring good communication and flow of information within the project and with the GIZ office and with the Cluster “Economic Perspectives” as well as GIZ Country Office
- filing documents in reference files on MS Teams or in DMS in line with GIZ’s filing rules
- assisting the head of project in her administrative tasks (e.g. setting up and documenting meetings, organizing administrative workflows, organizing movements in line with GIZ SoPs...)
The project assistant performs the following tasks:
B. Tasks
1. Support services
The project assistant
- organises and coordinates appointments for the head of project
- regularly draws up a list of forthcoming meetings, events, project activities, deadlines etc. and presents this regularly at team meetings
- manages incoming and outgoing correspondence (post, email) and prioritises and organises it
- replies to and looks after correspondence (replies)
- prepares and organises information materials for the head of project and/or for 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
- provides specific administrative and organizational tasks which are required for planning and conducting the activities at project management level; for ex. procurement processes for venues and workshops for steering committee meetings, planning workshops, staff retreats...
- in absence of the head of project, provides support to the heads of components in their capacity as deputies
2. Office coordination, office management and general coordination
The project assistant
- regularly draws up a list of forthcoming meetings and events
- supports the preparation of procurement processes
- reports needs in office furnishings and equipment to project management and organises and follows up on maintenance
3. Administration and knowledge management
The project assistant
- creates an address file with important contact addresses and maintains this
- helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel
- assists in drawing up reports and translations
4. General tasks
The project/programme assistant
- ensures that visitors (guests, counterparts, project staff or consultants) are taken care of
- organises and coordinates project support staff and works well with them
- ensures that SoPs for meetings, visits and movements are communicated and upheld
5. Other duties/additional tasks
The project/programme assistant
- performs other duties and tasks at the request of management, for example for interpreting during meetings
C. Required qualifications, competences and experience
Qualifications
- secondary school education
- certificate/diploma or similar qualification
Professional experience
- At least 2-3 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 and Arabic, ideally a knowledge of German and/or Kurdish
- good management and organisational skills
- customer and service-oriented attitude
- willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
Requirements for application:
- The reference number and position must be mentioned in the subject line of the email, Ref: (BGH-PSD21-182) Project Assistant
- Subject line of the application should clearly indicate the vacancy applied for.
- CVs and motivations letters that are in the form of IMG, pictures, screen-shots and links will not be accepted.
- Only shortlisted candidates will be contacted.
- Applications passed the expiration date of the advertisement will not be considered
