Vacancy Announcement: Project Assistant based in Ankara

Duration: 1 year with the possibility for extension

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German federally owned enterprise with operations in over 120 countries. We support the German Federal Government in the field of international cooperation for sustainable development. We are also engaged in international education activities around the globe. Through our work, we assist people and societies in shaping their own futures and improving living conditions.

Germany’s international cooperation with Türkiye dates back to the 1960s. The Federal Republic of Germany and the Republic of Türkiye signed a bilateral technical cooperation agreement in 1970. The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH has maintained an office in Ankara since 1998. On behalf of the German Government and other donors like the European Union, GIZ is currently supporting Türkiye’s efforts to host more than 3.7 Mio. refugees. In addition, GIZ implements climate change and energy efficiency projects and is actively engaged in supporting Türkiye through technical assistance in the implementation of pre-accession programs of the European Union (for more information, please see https://www.giz.de/en/worldwide/290.html).

GIZ is currently looking to employ a qualified and reputable Project Assistant on a full-time contract to support the Community Centres and Local Initiatives Project in Ankara.

The Project Assistant’s responsibilities and duties are stipulated below:

A.      Responsibilities

The Project Assistant is responsible for

• ensuring that the secretariat runs smoothly
• ensuring good communication and flow of information within the project/programme and with the GIZ office
• filing documents in reference files or in DMS in line with GIZ’s filing rules
• assisting the Officer Responsible for the Contract and Cooperation in his/her administrative tasks (e.g. procuring tickets, travel)
• supporting the project team in implementing internal and external events and meetings

B.      Tasks

1.       Secretariat work and services

• organises and coordinates appointments for the Officer Responsible for the Contract and Cooperation
• answers, reviews, forwards and/or takes calls
• manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
• replies to and looks after correspondence (replies)
• prepares and organises information materials for the Officer Responsible for the Contract and Cooperation and/or meetings
• photocopies and scans documents as needed
• organises and coordinates project support staff and works well with them
• ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering refreshments

2.       Office coordination, office management and general coordination

• regularly draws up a list of forthcoming meetings and events
• keeps the record of project inventory together with the finance team
• reviews office needs (consumables, stationary) and prepares the procurement processes together with the finance team
• reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair

3.       Administration and knowledge management

• assists in the translation of project’s materials and daily activities
• organises administrative and logistical aspects of events such as meetings and workshops according to GIZ’s rules and regulations
• creates an address file with important contact addresses and maintains this
• assists with creating and maintaining a filing system for the project, treats information confidentially, specifically in the areas of personnel and finance
• updates the filing system daily with incoming and outgoing correspondence

4.       Event management

• helps with the preparation and organization of events and document meetings, workshops and seminars within or outside the project
• organises events for the CLIP-2 project (team workshops, workshops with partner organisations and network meetings)
• helps with the preparation of visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations
• supports the organisation of internal and external delegation visits and provides necessary support to visitors
• participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by set-up of events, invitation
• management, writing minutes, and maintaining signed participant lists
• organises internal team meetings

5.       Other duties/additional tasks

• performs other duties and tasks at the request of management

C.      Required qualifications, competences and experience

Qualifications

• University degree in Social Sciences, Financial Management or Administration or other relevant departments

Professional experience

• At least 2 years of professional experience in a comparable position

Other knowledge, additional competencies

• Native Turkish, excellent English, knowledge of German as an asset
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Good management, time management and organisational skills
• Ability to work proactively and independently
• Ability to work to tight deadlines

GIZ is committed to gender balance and diversity without distinction as to race, sex or religion. GIZ is encouraging persons with disabilities to apply for the position. Remuneration will be in accordance with the candidate’s qualification and experience as well as local standards.

Applications:

Only qualified candidates are requested to send their CV in GIZ Turkey’s format and a cover letter in English stating qualifications and previous professional experiences to hr.tuerkei@giz.de (max. file size 3 MB) with the reference (Ref: Project Assistant in CLIP 2). The deadline for receiving applications is the 29th of October 2023. Only shortlisted candidates will be contacted. Please be advised that this is a local position and as such only applications from candidates with a valid residence/working permit / temporary protection and residing in Türkiye will be considered. ATTENTION: PLEASE SEND YOUR CV IN GIZ CV FORMAT PROVIDED BELOW. THE APPLICATIONS IN ANY OTHER CV FORMAT WILL NOT BE REVIEWED.

GIZ Türkiye CV Format: GIZ-Turkey-CV-Template-3.doc (live.com)