تعلن Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH في الاردن عن حاجتها الى :
1- Project Administration Officer
الوصف الوظيفي
The “Renewable Energies in the Water Sector” Project in Jordan is seeking a “Project Administration Officer” - on a full time base employment.Major Responsibilities
- Office and administrative Support
The position holder should:
• following up monthly fund lists for the project’s bookkeeping journals
• assists in managing and following up payments for suppliers, consultants, and others;
• invoice checking for local contracts and procurement of goods/material
• answers, reviews, forwards and/or takes calls;
• helps create and maintain a filing system for the office and the projects, treats information confidentially, specifically in the areas of personnel and finance;
• responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
• provides translation of documents and vouchers related to the program (English-Arabic and vice versa).
• organises, coordinates and ensures that the daily office work is going smoothly
• participates – where needed – in internal and external (team) meetings and workshops
• preparation of MoMs,
• performs other duties and tasks at the request of management. - Events and logistics Management
• assists in procuring/contracting goods and services required for the projects according to GIZ regulations;
• Procurement and management of services related to events
• organizing and coordinating logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events
• supports in the preparation of presentations, and all printing materials needed for internal and external events, including printing, delivery and distribution
• organizes and maintains the office and office equipment and vehicle (which includes vehicles’ log book, fuel consumption calculation and renewal of vehicle’s rental agreement);
• reports damage/defects in office furnishings and equipment to team leader, organizes and follows up on maintenance and repair;
• prepares and organizes traveling procedures, hotel accommodation and transportation for staff, consultants, counterparts and others.
• processes applications, visas and other necessary permits required for travelling abroad of project staff and counterparts
• prepares travel claims for the project staff and counterparts
المهارات
Required qualifications, competences and experience:
Formal Qualifications
Formal Qualifications
- University or college Degree in Management, logistics, Industrial engineering, Business Administration or related field
Professional Experience:
- At least 3 years’ professional experience in a comparable position
- Proven experience in an administrative function preferably in an international organisation or firm.
- Good knowledge experience in archiving and reporting.
- Good experience in the planning and organization of workshops and project meetings.
- Excellent communication and cooperation skills
- Eye for details and capability of monitoring lists
- Outgoing, constructive, positive attitude
- Dedication/commitment, reliable
- Ability to perform well under pressure
- Good working knowledge of IT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
- Language skills: Fluent spoken and written skills in English, Arabic, German Language is a plus
- Ability to cope with dynamic situation of cooperation system in development field
- Broad experience of administration
- Client and service-oriented attitude
- Able to work in a team and self-motivated, able to work efficiently under tight deadlines.
2- Junior Administration Officer
الوصف الوظيفي
The “Logistics Department in GIZ country office” in Jordan is seeking a “Junior Administration Officer”- on a full time base employment.ResponsibilitiesThe position holder is responsible for:
- Preparing official letters in Arabic language
- Handling official correspondences (e-mails) in English and Arabic Languages
- Informing projects and programs on time about the status of their private and official logistic procedures, particularly in the event of delays
- Dealing with all questions arising in this area of logistics in coordination with direct superior
- Filing documents in reference files or DMS in line with GIZ’s filing rules and handing over the files to the invoice check officer at the Finance Department
- Ensuring that financial and administrative regulations are complied with
- Helping in preparing and organizing internal events
- Ensuring good communication and flow of information
- Coordinating effectively with colleagues at the Head Office
- Ensuring that financial and administrative regulations are complied with
- Data entry, preparation of lists… etc.
- Ensuring good communication and flow of information
- Performing tasks in compliance with GIZ’s Orientation and Rules (O+R)
- Logistic Services
The position holder
prepares required official letters for logistic procedures related to GIZ seconded experts, interns, CIM, EH…etc
enters required applications of residencies, work permits, visas in the Ministry of Interior Online system, in addition to regular follow up
ensuring on-time follow up of logistic related matters (residency and work permit renewals, visa renewals, car license renewals, driving license renewals, bridge permit renewals)
prepares of monitoring lists/sheets
assists in the preparation of official missions and visits - Custom Clearance
The position holder
follows up custom clearance matters with the clearance companies and prepares all needed official letters
follows up on custom clearance frame agreement and number of on-going shipments - Assisting in Procurement procedures
The position holder
takes care of opening offers and handing over to procurement department. - General Administration Tasks
The position holder
copying/scanning, filing and labeling, sending emails, preparation of lists/tables etc. in close coordination with the Head of the Department - Other duties/additional tasks
The position holder
• performs other related tasks at the request by the Head Logistics Department
• undertakes further job training related to the position and duties in agreement with direct superior
• immediately reports all problems to the Head Logistics Department
• regularly checks the changes in GIZ Orientation and Regulations Tool (O+R) in relation to field of work
• deputies defined tasks and as requested by the Head Logistics Department
• handles translation (Arabic – English) (English – Arabic) for related documents and as requested by the Head Logistics Department.
Required qualifications, competences and experienceQualifications
- University degree in business administration, logistics, management, or relevant specialization and qualification (equivalent of BA)
- At least 3 years’ professional experience in administration position
- Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
- Excellent communication, and cooperation skills (team player)
- Good organisational skills
- Fluency in English and Arabic and, excellent verbal & written communication skills
- Customer and service-oriented attitude individual initiative/Independence
- Conscientiousness/reliability
- Dedication/commitment
**Please be advised that GIZ will respond back only to the candidates that are shortlisted and interviewed in person.
Starting date: as soon as possible.
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