As a provider of international cooperation services for sustainable development and international education work, GIZ – Deutsche Gesellschaft für Internationale Zusammenarbeit – is dedicated to building a future worth living around the world.

Around the world, we have over 50 years of experience in a wide variety of areas, including rural and economic development, education and employment, energy and the environment, and peace and security. Together with our partners, we work to deliver flexible, effective and cost-effective solutions that offer people better prospects and sustainably improve their living conditions.

As a public-benefit German federal enterprise, we are committed to meeting our clients’ high standards of transparency and accountability. The German Federal Ministry for Economic Cooperation and Development (BMZ) is our main commissioning party. European Union institutions, the United Nations, the private sector and national governments also benefit from our services.

In Ethiopia, GIZ has been implementing development programmes on behalf of the German government for over 40 years together with our national partners. The focus of our work in the country is on vocational education, sustainable use of natural resources, land management and food security, biodiversity and forestry. Other programmes e.g. enhance development of a sustainable textile sector and renewable energies in Ethiopia.

The Ministry of Health has invested significantly in the health sector, enabling it to improve primary health care. As the care infrastructure has expanded, however, the shortage of specialists has grown more severe. Moreover, the use of biomedical technology is becoming increasingly common in health care and learning how to apply it should be included in training for health professionals. Therefore, the programme will provide advice and support to the Ministries of Health and Education and the regional health authority in Oromia as well as to vocational training centers, a teaching hospital in Nekemte and other health care institutions, with a view to enhancing the basic and further practical training of medical technicians and nursing staff. GIZ -Health program is looking for: –

Position:                                 Office Manager

Place of Work:                      Addis Ababa

Application deadline:           October 6, 2018

Required Candidate:             One

The Office Manager is responsible to steer and ensure effective and efficient office functions and provide the necessary support to the programme. He/she is accountable to the programme team leader (AV).

I.              TASKS

Coordination:

• Ensures effective information exchange between the team members, partners, administration staff members and other stakeholders;
• Steers an excellent preparation and effective conduction of workshops and conferences
• Arranges and supervises programmes of delegations;
• Schedules visitors to the project’s staff and prepares appointments; Provides relevant information for the staff of the programme regularly;
• Ensures excellent guidance for visitors, guests and VIPs;
• Ensures following of protocol regulations;
• Assists in and/or carry out other project management activities and other tasks given by the team leader (AV)

Administration:

• International and domestic travel and hotel accommodation arrangements for the programme staff and counterparts, including those based in Nekemte, and including administrative processes and follow ups for settlements
• Maintaining information board for duty trips and leave days
• Ensuring that the necessary office supplies are available; organising and monitoring the service and repair of office equipment
• Manages normal and electronic filing systems
• Keeps track of e-mail, address list etc.
• Handles petty cash
• Prepares device requests and financial vouchers
• Facilitates small procurements in collaboration with GIZ Office

Secretarial Tasks:

• Drafts letters and general correspondences and memos in English and Amharic

language.

• Taking notes and minutes of meetings
• Supports the preparation of meetings with documents, research, power point presentations
• Handles telephone calls and keeps the project’s staff informed of all phone calls, meetings and other commitments.
• Arranges appointments with persons from outside the project and schedules visitors to the project’s staff.
• Supporting the programme staff in any other office management duty needed, such as photocopying, scanning and scans documents as needed

Other Duties/additional Tasks:

Assists in and/or carry out other project activities and other tasks given by the programme team leader (AV).

I.              QUALIFICATION; EXPERIENCES AND MINIMUM REQUIREMENTS

• B.A degree in business administration or related fields with relevant experience
• Minimum of 3 years in similar occupations
• Knowledge in administration/management; experience with travel and travel claim management; experiences in financial management is an advantage
• Experience and knowledge in application Microsoft Office software including Excel and PowerPoint.
• Excellent communication skills
• Very good English and Amharic language skills, written and oral; Oromia local language skills are an advantage
• High degree of initiative, efficiency, team-working, integrity and accountability.
• Punctuality
• Stress tolerance and patience
• Readiness to upgrade skills and continuous learning.

Working according to GIZ rules and regulations, treats information confidentially, specifically in the areas of personnel and finance