Administrative Specialist for HLP & W4P Projects

Title: Administrative Specialist for HLP & W4P Projects

Duty Station: İstanbul

Duration: 1 year with the possibility of extension

The position entails elements of project administration, financial administration as well as logistical support. Tasks for project management and coordination will apply in coordination with the project manager.

A. Main Activities

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 of 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 an 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 administratively and logistically in planning and implementation of delegations, seminars, workshops and other events
• Liaison with different country offices (e.g. Lebanon, Iraq, Tunisia) on different admin and logistical levels and provide support accordingly
• Supports knowledge management and sharing with other GIZ projects and/or other relevant parties

Other duties/additional tasks

• Represents the interests and always acts on behalf of GIZ
• Conducts other relevant tasks upon the requests of the direct superior
• Regularly follows up on changes in GIZ Processes and Regulations (P+R)

B. Required qualifications, competencies and experience

Education/Qualifications

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

Professional experience

• At least 5 years of professional experience in a comparable position
• Experience in finance and 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, 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 candidates are requested to apply through our Job Portal 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 25th of March 2024.

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.