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


Job Description

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 ExperienceQualifications
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 TasksThe 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

Skills

Other Knowledge, Additional Competences

  • Excellent knowledge of English and Arabic, in writing and communication
  • In-depth understanding of financial planning and accounting
  • Experience in dealing with governmental/public institutions
  • A team player with experience and ability to cope with dynamic situations and unexpected challenges of cooperation system in development field
  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

Deadline for applications: 21.02.2021
GIZ is committed to gender balance and diversity without distinction as to race, gender or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate’s qualification, experience, as well as the scope of responsibility of the job announced and in line with local standards.
Note: GIZ will send a feedback only to the candidates that are shortlisted and interviewed in person – after a final decision on recruitment is taken – within one month time from the deadline mentioned in the vacancy announcement.

Job Details

Job Location
Amman, Jordan

Company Industry
Non-profit Organization

Company Type
Employer (Private Sector)

Job Role
Administration

Employment Type
Full Time Employee

Monthly Salary Range
Unspecified

Number of Vacancies
1

Preferred Candidate

Career Level
Mid Career

Years of Experience
Min: 3 Max: 7

Degree
Bachelor’s degree / higher diploma

Education

Finance, Accounting, Business Administration



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