Office Manager, Technical Assistance for ‘Support to Sustainable Industry Transformation in the Key Sectors of Textile, Chemical and International Transport’ Project

Title: Office Manager

GIZ Turkey – CV Template.doc 

Period of Assignment: as soon as possible – 20.11.2026

Location: İstanbul

Project: Technical Assistance for ‘Support to Sustainable Industry Transformation in the Key Sectors of Textile, Chemical and International Transport’

The project, “Technical Assistance for ‘Support to Sustainable Industry Transformation in the Key Sectors of Textile, Chemical and International Transport’,” is situated in Türkiye, an EU key strategic partner committed to achieving carbon neutrality by 2050 and aligning with the EU’s Green Deal objectives. The manufacturing industry in Türkiye, including the textile, chemical, and transport sectors, is a major contributor to carbon emissions and presents a significant water footprint challenge. The project’s overall scope is dedicated to assisting these sectors in reducing their environmental footprints. The ultimate goal of the work is to improve the environmental footprint reduction sensitivity among companies. The scope is implemented through three major sets of activities: the development of policy papers and action plans, capacity building and service delivery for project partners, and visibility and awareness raising efforts.

A. Main Activities

The Office Manager is responsible for: 

• Overall coordination of the office team and office resources in close coordination with the Project Director and Project Managers
• Meeting the administrative needs (office supplies, inventory management, IT track) of the office independently, with a minimum of intervention
• Managing the support and administrative staff at the project office
• Organizing and participating in regular monthly management and steering meetings
• Keeping meeting minutes of the project meetings and sharing with all parties
• Submitting and keeping proper record of the official correspondence of the project to the beneficiary institutions and Contracting Authority
• Tailoring of NKE CVs, terms of reference for NKE assignments
• Ensuring that financial and administrative regulations are complied with GIZ & EU financial management and accounting procedures in close cooperation with both colleagues from Country Office & Finance Manager in HQ Office Germany
• Overseeing and undertaking translation and interpretation work
• Filing documents in reference files or in DMS in line with GIZ’s filing rules and keeping the records up to date.
• Managing timesheets and necessary documentation related to Key and Non-Key Experts under close cooperation with the Project Manager & Finance Manager in HQ Office Germany
• Preparing the requests for incidental expenditures and following up the expenditures closely with each line
• Prepares Non-Key expert contracts in line with project limitations and rules, procurement requests for tenders in close cooperation with the Country Office

B. Tasks

1. Coordination 

• Ensures that relevant information is exchanged between project staff, partners and other institutions
• Accompanies project managers or other team members to meetings if necessary
• Prepares and organises project meetings
• Performs necessary office management tasks
• Prepares routine correspondence requested by Team Leader
• Assists the experts in meetings and in the day-to-day implementation of the project
• Ensures all project deliverables are completed on time
• Supports carrying out the daily communications on behalf of the project team with the stakeholders
• Organizes and participates in regular monthly management and steering meetings
• Keeps meeting minutes and sharing with all parties

2. Administration 

• Coordinates closely with the relevant unit on the mode of service delivery
• Monitors the availability of accessories and stocks and assists for procurement of goods and services in accordance with GIZ rules and regulations & all IT equipment is running in line with the updates
• Oversees organisation of administrative and logistical aspects of project activities (meetings, workshops etc.) with the support of Project Manager and in coordination with the relevant unit.
• Submitting the NKE Requests, Extension Requests and Terms of Reference documents for Non-Key Experts to the beneficiary institutions and Contracting Authority
• Ensures that computers and software function properly
• Fills the documents in reference files or in DMS in line with GIZ’s filing rules
• Keeps record of project inventory
• Ensures support is provided for writing, planning, formatting, and printing of reports,
• Ensures financial and administrative work is carried out – timesheets, mission reports, and other project relevant documentation (travel expenses, original invoices, tickets, boarding passes) from all experts and suppliers by following quality rules and given deadlines
• Coordinates closely with the third parties in events of organization, meeting, and travels to ensure smooth logistical and financial completion of tasks.

3. Finance and accounting 

• Assists for preparing the project budget planning and expense monitoring in cooperation with the Country Office
• Supports for the monthly accounting and financial plans with the Team Leader and Project Managers
• Keeps track of service rates of experts and monitoring the payments of the Non-Key Experts
• Prepares the necessary documents for service contracts for the Non-Experts and ensures the accuracy of contracts folder and experts’ documents
• Checks travel expense statements of staff for approval by the Key Experts and Line Manager
• Prepares and ensures the filing system of the projects for internal controls in line with GIZ’s rules and regulations
• Ensures the implementation of any findings of internal controls in close cooperation with Country Office
• Contributes to the project activity planning regarding financial budgeting, budget approvals with the Project Implementation Manager
• Monitors and keeps record of all documentation related to expenditures to ensure compliance under activity budget and GIZ’s rules & regulations

4. Translation/Interpretation  

• Undertakes translation and interpretation for experts including at official and high-level events
• Assists in translation for daily work activities and special events including in provinces
• Oversees other translators/interpreters as required
• Provides final proof reading for translated documents

5. Other duties/additional tasks 

• Photocopies and scans and uploads documents as needed
• Participates in regular monthly management and steering meetings
• Keeps meeting minutes and sharing with all parties
• Performs other duties and tasks at the request of management

Where appropriate and reasonable, the position holder is willing to perform tasks outside the scope of the job description.

C. Required qualifications, competencies, and experience

Education/Qualifications

• University degree (BA/ BSc, MA/ MSc, PhD), in Social Sciences, Financial Management or Administration or other relevant departments

Professional experience

• At least 2 years of professional experience in a comparable position
• Professional experience with EU funded projects will be considered as an asset

Other knowledge, additional competencies

• 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
• Native Turkish, excellent English, knowledge of German as an asset

Applications:

Interested and qualified 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, university diplomas (BA/ BSc, MA/ MSc, PhD) and a Cover Letter in English, stating their qualifications and previous professional experiences.

The deadline for application is the 12th of November, 2025.

Only shortlisted candidates will be contacted.

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.

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