Office Manager

Title: Office Manager

GIZ Turkey – CV Template.doc

Period of Assignment: 1 year

Location: Ankara

A. Main Activities

Secretarial Services:

• Ensuring the day-to-day activities of the office secretariat
• Liaising with customers in a service-oriented manner on behalf of the Country Office (CO) by providing a professional phone service, welcoming visitors, and maintaining a high standard in the reception area
• Ensuring efficient incoming and outgoing correspondence (calls, mail, cargo)
• Ensuring the registration and the distribution of all incoming invoices and other documents and supporting the finance unit in this regard
• Answering and accepting phone calls and messages and/or forwards them
• Maintaining a call back list of all incoming calls which cannot be taken by the relevant staff member
• Being responsible for accepting, registering, distributing, and sending documents and packages to/from the post/courier service, government institutions, embassies etc.
• Taking care of the visitors entering the offices
• Ensuring creation and/or regular updating of a list of contacts and addresses (telephone, e-mail)
• Sorting out and distributing incoming correspondence
• Managing the functional mailboxes of the finance and admin department (e.g., inquiry, procurement)
• Supporting GIZ at smaller event organisations

Travel related Services:

• Business travel management
• Liaising with GIZ contracted travel agency to procure flight tickets for staff members’ official travel
• Receiving the flight ticket invoices from the travel agency, registering, checking them for their completeness with all needed supplementary documents and preparing them ready for the finance department for the payment
• Supporting the staff members for hotel reservations, transfer arrangements during their business trips
• Supporting staff members on their visa application process by providing necessary documents
• Providing necessary information for travellers for their inbound/outbound travels
• Maintaining and updating the Travel Application and Travel Claim Forms
• Receiving the travel claims from the travellers, registering, checking them for their completeness, submitting them to the finance department as ready for payment

Assistance to the Accounting Unit:

• Supporting finance unit in business travel related matters
• Supporting the finance team in their daily work
• Handling the cashbox and cashbook of the GIZ CO
• Supporting the finance unit in filing, copying, scanning and documentation (GIZ specific systems and lists)

B. Required qualifications, competencies and experience

Education/Qualifications

• Bachelor’s degree in economics, accounting, business administration, social sciences or in a similar area

Professional experience

• At least 5 years of professional experience and 3 years of professional experience in a comparable position
• Strong organizational skills and experience in administration

Other knowledge, additional competencies

• Professional fluency in Turkish and English is required, knowledge of German is an asset.
• Confidential handling of data and information
• Advanced working knowledge of ICT and computer applications (e.g., MS Office package) required
• Very good people skills and strong team player
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Ability to work under pressure and meet tight deadlines
• Ability to handle stressful situations appropriately
• Willingness and ability to regularly travel within Türkiye
• Outstanding verbal and very good written communications skills
• Dynamic personality with a dedicated focus on the delivery of quality services even under tight timelines
• Self-motivated with proven ability to work creatively, proactively, and innovatively

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 and a Cover Letter in English, stating their qualifications and previous professional experiences.

The deadline for application is the 15th of July, 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.