As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives; and in Ethiopia, GIZ has been working for more than 40 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on commission of the Ethiopian government and international donors.

The Strengthening Drought Resilience (SDR) support Programme of GIZ was initiated in 2013 as a response to the Ethiopian Government’s appeal to end drought emergencies. Thus, SDR Program is closely linked to the Country Programming Paper (CPP) to End Drought Emergencies in the Horn of Africa and anchored in the over-arching Growth and Transformation Plan (GTP). This programme is implemented under the Ethiopian Ministry of Agriculture and Livestock Resources (MoALR), the respective decentralised bureaus and the GIZ.

The SDR-Programme of GIZ supports the Ethiopian government’s endeavours to strengthen the drought resilience capacity of pastoralists and agro-pastoralists in selected pilot areas in Afar and Somali regions, by allowing them to adapt their livelihood system to a changing natural and socio-economic environment context in order to get a higher and more secured income.

For its SDR program activities, GIZ is looking, for an Office Assistant/Receptionist as per the detail below: –

Position:                                Office Assistant/Receptionist

Place of Work:                      Addis-Ababa                                  

Required Candidate:            One

Application deadline:          September 19, 2018

Responsibilities:

·         Lliaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors, ensuring registration and maintaining a high standard in the reception area

·         Dealing with phone calls, ensuring incoming and outgoing calls are efficient and uninterrupted

·         Responsible for flight and taxi bookings for the SDR programme in all three offices

·         Responsible for the administrative processes and follow up involved in flight bookings

·         Assisting the SDR office manager with his/her tasks

·         Assisting with filing documents in reference files in line with GIZ’s filing rules

Tasks:

·         Answers and accepts phone calls and messages and/or forwards them timely and accurately

·         Travel management for SDR staff and partners, this includes:

–       Booking domestic and international flight tickets and ensuring all documentation is in place

–       Arranging transport services either with SDR vehicles or taxis service providers

–       Arranging accommodation for arriving staff, partners, short-term and long-term experts and other visitors

–       Follow up of settlement of flight tickets by collecting boarding passes and compiling as well as preparing documentation for settlement process in coordination with Finance team for payment in coordination

–       Assisting visitors with other logistical issues (e.g. visa, security check, hotel, general information etc.) during their assignment in coordination with the office manager

·         Maintaining information board for duty trips and leave days

·         Ensuring that the necessary office supplies are available

·         Reporting damage on GIZ SDR property to the Office Manager, organises and monitors the service and repair of office equipment

·         Supporting the SDR staff in any other office management duty needed, such as photocopying, scanning and scans documents as needed

• Works according to GIZ rules and regulations, treats information confidentially, specifically in the areas of personnel and finance
• Ensuring that tasks are carried out smoothly within the assigned area of responsibility

·         Performs other duties and tasks at the request of management

Competences:

·         Excellent working knowledge of ITC technologies (related software (word, excel, PowerPoint), phone, fax, email, the internet) and computer applications (e.g. MS Office)

·         Good self-organizational skill

·         Ability to work structured and maintain the overview in a complex environment

·         Ability to work independently and as part of a team

·         Ability to work under time pressure

·         Stress tolerance and patience

·         Discipline and punctuality

·         Meeting guests and visitors with a friendly demeanour

·         Maintaining confidentiality and observing data protection and associated guidelines where appropriate

Qualifications and Experience:

·         Completion of a college education or similar

·         Certificate/diploma or similar qualification from a recognised college

·         Minimum of 3-5 years of professional experience in a comparable position

·         Very good spoken and written English and Amharic skills