Project Assistant with ref. GIZ-E033

Location	Erbil	Job Type	Permanent
Salary		Sector	Services

A.Responsibilities

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

B.Tasks

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

3.Administration

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.

A.Responsibilities

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

B.Tasks

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

3.Administration

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.

Share this Job

GIZ