Project Assistant

Posted almost 2 years ago by GIZ
Location Erbil Job Type Permanent
Salary Sector Services
The Project Assistant is responsible for
  • providing comprehensive high quality support to the GIZ Project office on all aspects of the office management according to GIZ regulations (human resources, ICT, purchasing, transportation, and the whole office administration).
  • Manages cash- and bankbooks of the service package construction
  • focal point between AV/LP001 and the DV/LP002, as well as between staff in Erbil and Mosul/Duhok
  • ensuring that the Project office runs smoothly
  • good communication flow, particularly with the project team and wider programme and support staff
  • Supports and manages the transportation and logistics needs of project staff incl. consultants, in Iraq and to/from Iraq
  • Supports the project in all administrative and financial matters, such as contracts and payments
  • Translates documents and interprets to/from into English/Arabic/Kurdish

1.Secretariat work and services:
  • prepares and organises information and materials for the project team including meeting preparations
  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  • informs the project team on upcoming deadlines to ensure work output is on time
  • replies and looks after correspondence relating to matters of administration
  • prepares and manages the GIZ filing system with responsibility for all contract filing with the support of the Project staff
  • participates in internal and external (team) meetings and workshops and assists with documenting these and ensuring the outputs are actioned
2.Office coordination, office management and general coordination
  • deals with attendance monitoring, annual and other leave requests for contracted staff
  • coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events
  • coordinates and organises rooms for meetings
  • to be the focal point for the GIZ construction team on all administrative and security matters including small item purchase requests, attending regular meetings and giving appropriate information to the Project team.
  • Manage communications with external companies to support the Project aims
  • assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
  • filing documents in project reference files and uploading documents in DMS in line with GIZ’s filing rules
  • leads preparations for GIZ Internal Control and Audits
  • updates the filing system daily with incoming and outgoing correspondence
  • maintains the inventory list for the office/project/programme
4.General tasks
  • interprets and translates as required
  • help ensure all Project staff work effectively together and encourage a positive, team based atmosphere
5.Other duties/additional tasks
  • performs other duties and tasks at the request of the project manager (DV)
C.Required qualifications, competences and experience Qualifications
  • College or 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
  • previous experience of a INGO or International office is desirable
  • good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office)
  • fluency in Arabic, Kurdish and English (both oral and in writing)
  • Confident manner with the ability to take strong decisions to meet Project and office aims
  • good management and organisational skills
  • strong willingness to up-skill as required by the tasks to be performed – The Project Assistant will also be expected to train on the job and gain the appropriate experience in order to fulfil the job description
  • familiar with law and regulations relating to construction is an asset
  • willingness to travel to Mosul.

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“The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employe...

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Sector Specialisms: Services
Office Location: Erbil, Iraq