Junior Administration Officer – Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

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The “Cash for Work Green Infrastructure (CfWGI) ” Project in Jordan is seeking for a “Junior Administration Officer” – on a full-time base employment as per the below job profile.

Job Profile

A.     Required Qualifications, Competences and Experience

Qualifications

Formal Education

  • University degree in Finance, Accounting, Business Administration or a similar, relevant field

Professional Experience

  • At least 3 years professional experience in a comparable position
  • Experience in administrative or financial work in a similar field or development organization

B.     Responsibilities

The position holder is responsible for:

  • Monitoring and following up of car log book according to GIZ rules
  • Supporting in keeping the leave records and monitoring the calculation of leave requests of national staff according to GIZ standards
  • Organizing of meetings and events 
  • Keeping Inventory and documenting the handing over of assets according to GIZ Processes and Rules
  • Handling procurement of goods and services up to EUR 2500 in accordance with GIZ guidelines

In this context, the position holder fulfils the following tasks:

C.     Tasks

1.     Administration and Office Coordination

The position holder:

  • Organises administrative and logistical aspects activities (internal meetings, workshops, flight reservations, information trips, etc.)
  • Supports the team in travel management (flights, hotels booking, travel settlements)
  • Organises information materials
  • Organises logistics for missions and visitors of the project (drawing up travel/visit schedules, arranging accommodation and transportation)
  • Prepares and participates in internal and external (team) meetings
  • Monitors the availability of stocks and consumables, updates and tracks inventory lists
  • Monitors and assures proper IT performance and follows up with IT specialist and vendors to update and maintain project systems
  • Handles filing of documents in paper files and electronically as per GIZ Processes and Rules, using the related systems
  • Manages the office space (coordinating and ensuring relevant facility management services, i.e. repair and maintenance, utilities, IT, (re-)distribution of available office space, coordination with landlords and GIZ Country Office for preparation of new lease agreements and extensions for office rentals, etc.)
  • Assists in preparing “info letters” for new commissions and assisting in preparing project implementation agreements
  • Performs market research work as identified by the superior/team
  • Translates text from Arabic to English and vice versa (for invoices & supporting – non-legal – documents)
  • Tracks and books meeting rooms
  • Coordinates logistic processes, i.e. cars, internal mail circulation
  • Serves as Security Focal Point and COVID19 Focal Point when needed

2.     Financial Administration

The position holder:

  • Prepares and verifies vouchers in line with the GIZ standard procedures
  • Keeps and continuously updates the project inventory list according to GIZ Processes and Rules

3. Procurement/Logistics Management

The position holder:

  • Handles procurement of goods up to EUR 2,500.00 in accordance with GIZ guidelines, in coordination with the project team (preparing for tendering, purchase orders etc.)
  • Handles procurement of services (contracts) up to EUR 2,500.00 in accordance with GIZ guidelines in coordination with advisor from the team (preparation of consulting contracts, service provider agreements, etc.)
  • Organizes events, seminars, workshops and handles all related logistics and financial processes

4.     Other Duties/Additional Tasks

The position holder:

  • Regularly checks for changes in the GIZ Processes and Rules (P+R) in relation to the field of work
  • Performs other relevant duties and tasks at the request of the direct superior

Job Details

Posted Date: 2021-02-08
Job Location: Amman, Jordan
Job Role: Administration
Company Industry: Non-profit Organization

Preferred Candidate

Career Level: Mid Career
Degree: Bachelor’s degree

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