القائمة الرئيسية

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تعلن منظمة دولية عن حاجتها للشاغر الاداري التالي للعمل لدى مشروع في الاردن

 




تعلن منظمة DEUTSCHE GESELLSCHAFT FÜR INTERNATIONALE ZUSAMMENARBEIT-GIZ عن توفر الشواغر التالية :

1- Project Administrative Assistant

The “Green Action in Enterprises (GAIN)” project in Jordan is seeking for a “Project Administrative Assistant ” on a full-time base employment as per the below job profile.

Job Profile

  1. Required qualifications, competences and experience

Qualifications

  • BA in business administration or any other related fields. 

Professional experience

  • 1-3 years’ professional experience in a comparable position.
  • Experience in administration work in similar field or development organizations.

Other knowledge, additional competences

  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office).
  • Good management and organisational skills.
  • Customer and service-oriented attitude.
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
  • Very good written and oral knowledge of English, German language is a plus.
  • Politeness and helpfulness in dealing with visitors

 

  1. Responsibilities

The project/programme administrative assistant is responsible for:

  • Liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors and maintaining a high standard in the reception area.
  • Dealing with phone calls related to GIZ.
  • Performing reception and secretariat services on a daily basis
  • Ensuring that the secretariat runs smoothly
  • Filing documents in reference files or in DMS in line with GIZ’s filing rules when needed.
  • Assisting the project team in their administrative tasks and making travel arrangements and settlement of travel expenses
  • Any other relevant tasks requested by the superior or team

 

The project/programme admin assistant performs the following tasks: 

  1. Tasks
  1. Secretariat work and services 

The project/programme assistant

  • Organises and coordinates appointments for the project manager.
  • Sorts and distributes incoming correspondence (email, fax, other official documents)
  • Takes responsibility for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc. .

 

  • Prepares and organises information materials and printing materials for the project as required.
  • Supports the project admin officer in organising events, workshops, preparing visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations.
  • Participates in internal and external (team) meetings and workshops and assists with documenting these when needed.

 

  1. Office coordination, office management and general coordination

The project/programme assistant

  • Regularly draws up a list of forthcoming meetings and events
  • Ensures the creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
  • Reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair in coordination with the project logistics assistant.
  • Monitors the availability of accessories and stocks by keeping an updated tracking list for all office consumables (e.g. cleaning materials, catering supplies, stationary and other office equipment).

 

  1. General tasks

The project/programme administrative assistant:

  • Ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments.
  • Organises and coordinates project support staff and works well with them.
  • Performs other duties and tasks at the request of management.

Deadline for applications: 20.06.2021

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