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Project Assistant

Posted 5 months ago by GIZ
Location Ramadi Job Type Permanent
Salary Sector NGO

 Context 

The Restoration of Peace, Livelihoods and Economic Cycles in Anbar (RePLECA) Programme is implemented by the Iraqi Ministry of Planning of Iraq and local partners with the support of GIZ, acting on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ). The current program phase is from December 2019 to June 2023. 

 

RePLECA focusses on stabilizing and improving rural livelihoods for most vulnerable groups in Anbar Governorate by rehabilitating productive infrastructure, providing agricultural inputs, engaging in capacity development, facilitating access to public services and supporting local peace processes. The project’s goal is to improve livelihood perspectives in the agricultural sector along the whole value chain from seed to consumption and to contribute to peaceful coexistence between and within communities. The project follows three main objectives:

 

A. ​Responsibilities

The project assistant is responsible for

  • Carrying out general office duties as instructed.
  • Performing general clerical services as instructed.
  • Supporting the smooth facility management of the GIZ RePLECA Office in Ramadi.
  • Supervising the use and maintenance of GIZ RePLECA project vehicles in Anbar.
  • Safely and responsibly performing driving services using official vehicles. 
  • Supporting and preparing GIZ events in Anbar.
  • Making Good communication, particularly with the project team and wider programme and support staff.

 

The Project Assistant performs the following tasks:

B. Tasks

1. Clerical services 

The project assistant

  • Runs errands for the programme, e.g. sending letters and messages, paying bills and buying. smaller quantities of office supplies.
  • Reports damage to the line manager, organises and monitors the service and repair of office equipment/Vehicles.
  • Documents service requests and enquiries.
  • Maintains an inventory for the office.
  • Organises and files documents in reference files or in the digital Document Management System (DMS) in line with GIZ’s filing rules. 

 

2. Event Management and Logistics

The project assistant

  • Organises, prepares and compiles information or event materials.
  • Organises, coordinates, and provides event logistics for GIZ events in Anbar.
  • Assists in preparation of delegation visits. 
  • Assists RePLECA’s subcontracted service providers with in-house event arrangements 

3. Movements and Vehicle Management

The project assistant

  • Supervises the project vehicle use in Anbar, incl. coordination of driver schedules.
  • Helps prepare a copy of movement letters and keep update copy in each vehicle. 
  • Responsible for the project vehicle documents and their good condition, keeping a vehicle log and recording monthly maintenance.
  • Calculates monthly petrol, oil and lubricant consumption for office procurement. 
  • Clean the interior and exterior of the vehicle(s) regularly.
  • Ensures regular qualified checks of oil, water, brakes and brake liquid, tyre pressure, battery levels and the entire vehicle monthly or every 5,000 km (whichever is first), headlights, brakes, bodywork for dents etc.
  • Reports need for service and carries out minor repairs
  • Immediately reports all involvement of the project or office vehicle in accidents, including minor accidents, damage, loss or theft of vehicle fittings. 
  • Provides passenger transport in an official GIZ car for programme staff, official visitors and guests.

 

4. General tasks

The project assistant

  • Runs errands, e.g. paying invoices, delivering and collecting documents.
  • Ensures a proper facility management of the GIZ office building in Anbar.
  • Responsible for keeping a generator log and recording monthly maintenance.
  • Reports need for service and carries out minor repairs.

 

5. Other duties/additional tasks

The project assistant 

  • Performs other duties and tasks at the request of management 

 

C. Required qualifications, competences and experience

Qualifications

  • Certificate/diploma or similar qualification from a recognised clerical college.

 

Professional experience

  • at least 1-3 years’ professional experience in a comparable position.
  • Previous experience with International NGO.

 

Other knowledge, additional competences

  • Good working knowledge of ITC technologies and computer applications (e.g. MS Office)
  • Fluent knowledge of the Arabic language 
  • Very good knowledge of written and spoken English
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management. 
  • Valid driver’s license.
  • The ability to utilize maps, GPS systems, and car manuals.
  • Basic knowledge of general mechanics
  • Defensive driving skills
  • Ability to pass driving test (visual and practical) in the country in question 

Requirements for application: 

 

• 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

 

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