Reference No. PME-III 2020/004 

A.     Responsibilities 

The office assistant is responsible for 

•   liaising with clients/target groups in a service-oriented manner 
•   ensuring that tasks are carried out smoothly within the assigned area of responsibility 
•   organizing and coordinating all work stages 
•   performing all daily duties in the assigned area of responsibility 
•   maintaining a helpful attitude to customers/clients/target groups, ensuring that the office creates a professional impression 
•   communicating efficiently with offices with which regular contact is maintained 

B.     Tasks  

1.      Assistance services  

The office assistant  

•   ensures that the necessary office supplies are available 
•   purchases office equipment and supplies within set value limits 
•   reports damage to the administration & finance officer, organizes and monitors the service and repair of office equipment  

2.      General tasks 

•   performs duties as a front desk officer/receptionist  
•   maintains record of all the visitors/clients  
•   organizes and files documents in reference files or in DMS in line with GIZ’s filing rules  
•   prepares visitor plans 
•   coordinates driver schedules and ensures that visitors and experts arriving in the country are picked up   

3.      Event management 

•   organizes and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events  

4.      Other duties/additional tasks 

•   photocopies and scans documents as needed 
•   performs other duties and tasks at the request of management   

A.     Required qualifications, competences and experience  

Qualifications 

•   BA in business administration or economics  

Professional experience 

•   at least 2-3 years’ professional experience in a comparable position 

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 communication skills 
•   good knowledge of the different languages widely used in the country, ideally a knowledge of German 
•   willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management