Administrative Assistant for HLP and W4P Projects

Title: Administrative Assistant for HLP and W4P Projects

Duration: 1 year with the possibility of extension

Location: İstanbul

A. Main Responsibilities

• Organisation and logistical preparation of workshops and events of two GIZ projects in close cooperation with the GIZ country office Turkey, and potentially other country offices in the MENA region (Lebanon, Tunisia, Iraq)
• Travel management and logistical support for GIZ staff and partners including booking flights, hotels, etc. and supporting the travel settlement process.
• Support to accounting, invoicing and cash management including the use of the WINPACCS accounting software, regular cash counts and reconciliations and cash security.
• Office management inclusive of ensuring the provision of general goods, maintenance of the office premises, coordination of the office attendant, office security, utilities etc.
• Ensuring P+R compliant administration procedures, setting up and maintaining a filing system and facilitating internal control processes
• Adhering to cost distribution agreements in processing invoices related to shared office costs.
• Support in organising of workshops & events.
• Support knowledge exchange and cooperation among key stakeholders and partners on administration and finance issues

B. Tasks
The main focus of the position is on project administration and logistical support. Tasks for project management and coordination will apply in coordination with the project manager.

Project administration

• assuring smooth functioning of financial administration, such as cash withdrawal, preparing and verifying vouchers in line with GIZ standard procedures
• performing administrative and office support activities
• organizing meetings and events, including welcoming and receiving visitors and official guests
• keeping inventory according to GIZ Rules and Regulations using the related GIZ software system
• handling procurement of goods up to certain limit in accordance with GIZ guidelines
• handling procurement of services (contracts) up to certain limit in accordance with GIZ guidelines
• following up on the project’s contracts- and procurement requests for payments, by assuring effective communication with the GIZ country office administration
• travel management in the project according to GIZ rules and regulations
• filing electronically (DMS) and in paper documents as per GIZ rules and regulations
• internal control preparation

Project coordination

• Supporting the project manager in planning and implementation of delegations, seminars, workshops and other events
• acting as liaison with different country offices on different admin and logistical levels and providing support accordingly
• supporting knowledge management and sharing with other GIZ projects and/or other relevant parties

C. Required qualifications, competenc and experience

Education/Qualifications

University degree in Business Administration, Finance, or equivalent/related fields

Professional experience

• At least 3 years of professional experience in a comparable position
• Experience in administration work in similar fields or development organizations
• Experience in event & travel management
• Demonstrates strong stakeholder engagement and communication skills
• Experience of and ability to work efficiently in remote team collaboration across countries
• Experience with Gender/NGOs/community-based organizations/refugees is desired

Other knowledge, additional competencies

• excellent command of MS Office and social media platforms
• full proficiency in Arabic and English, and knowledge of German is a strong advantage
• ability to attentively and carefully follow rules and procedures in administration and documentation
• ability to multi-task and handle several tasks simultaneously
• creative individual with innovative ideas for new interventions and/or approaches
• good team player

Applications:

Interested and qualified internal candidates are requested to apply through our Job Portal Job opportunities | Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH (giz-jobs.com) by filling in the digital application form as well as submitting their CV in GIZ Turkey’s format and a Cover Letter in English, stating their qualifications and previous professional experiences.

The deadline for application is the 17th of December 2023.

Only shortlisted candidates will be contacted.

ATTENTION: PLEASE SUBMIT YOUR CV IN THE GIZ CV FORMAT. THE APPLICATIONS IN ANY OTHER CV FORMAT WILL NOT BE REVIEWED.

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