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
- 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
- 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:
- Tasks
- 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.
- 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).
- 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
للتقديم من خلال الضغط على الصورة