Re-Announcement: Personal Assistant (PA) to the Country Director, GIZ Office Ankara

Title: Personal Assistant (PA) to the Country Director

GIZ Turkey – CV Template.doc

Period of Assignment: 1 year with the possibility of extension

Location: Ankara

A. Main Activities

1. Executive Support to the Country Director

• Maintain and manage the Country Director’s calendar, schedule, and appointments, including last-minute modifications.
• Organize meetings, business trips, and related administrative tasks (mission requests, travel and accommodation arrangements, reimbursements).
• Prioritize and filter incoming requests, calls, and invitations, ensuring smooth scheduling.
• Prepare background materials, speeches, and documents for meetings, conferences, and delegation visits in cooperation with the Portfolio Manager and when required with the Country Director.
• Liaise with internal and external participants for meetings and ensure seamless communication.
• Manage and organize the flow of correspondence, handling incoming and outgoing mail with discretion.
• Draft, review, proofread, and translate correspondence (English/German/Turkish).
• Track deadlines and ensure timely completion of tasks for the Country Director.
• Maintain a structured filing system, including confidential and political documentation.
• Coordinate with GIZ personnel and external officials as required.
• Assist in the preparation of Terms of Reference (ToRs), and support the procurement and contracting processes, including coordination with the relevant administrative units.

2. Office and Event Management

• Plan, coordinate, and document meetings, workshops, seminars, and official events.
• Provide support to the Country Director and Portfolio Manager during ad hoc meetings and activities.
• Organize office-related and external events, ensuring sustainable event management and compliance with guidelines (e.g., COVID-19).
• Manage travel logistics for delegations, ensuring logistics and scheduling.
• Prepare visa invitation letters and necessary documents for GIZ staff and external partners.
• Support team-building initiatives and coordinate planning for office-wide events.
• Oversee office coverage, ensuring smooth administrative functions.

3. Internal Communication & Information Management

• Support internal communication strategies, including country planning documentation in cooperation with the Portfolio Manager.
• Take minutes at management meetings and support the preparation of meeting agendas.
• Maintain and update organizational charts, databases, and filing systems (Country Page on IDA/DMS).
• Serve as the EMNS Focal Point and Records Manager for the Country Office.
• Manage the country office’s info letter, ensuring timely distribution and filing.
• Facilitate coordination between internal teams and provide advisory support on organizational tools such as MS Teams and IDA.

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

B. Required qualifications, competencies and experience

Education / Qualifications

• University degree in business administration, administrative sciences, or a related field; or equivalent qualification based on several years of relevant professional experience.
• Professional fluency in Turkish, English is a must and knowledge of German is an asset.

Professional Experience

• At least 5 years of proven experience in providing high-level executive support in an international, cross-cultural context, ideally within the development or non-profit sector.
• Demonstrated ability to manage complex schedules, coordinate multi-country travel, and facilitate communication across a variety of stakeholders, including donors, government agencies, and international partners.
• Familiarity with development aid operations, donor relations, and multi-stakeholder coordination is highly desirable.
• Experience handling confidential and sensitive information in accordance with organizational policies and international data protection standards.
• Strong organizational, communication, and problem-solving skills with a solid track record of working in fast-paced, multi-project environments.
• Ability to prioritize tasks, manage competing demands, and demonstrate a proactive approach to addressing needs in support of senior leadership.
• Outstanding verbal and written communications skills
• Strong interpersonal skills and a sense for political and other sensitivities
• Ability to contribute to decision-making and problem-solving by advising in a context of potentially diverse interests and complex issues/problems
• Commitment, team spirit, reliability, diplomatic and intercultural competences
• Self-motivated with proven ability to work creatively, proactively and innovatively with limited direct supervision
• Dynamic personality with a dedicated focus on the delivery of quality services even under tight timelines
• Flexible and able to meet deadlines

Other Knowledge and Additional Competencies

• Advanced working knowledge of ICT and computer applications (e.g. MS Office package) required
• Ability to work with trustworthiness and integrity
• Quick learner and willing to learn new tools and procedures, especially GIZ processes & regulations
• Proactive and adaptable, with a readiness to handle ad-hoc tasks when necessary
• Willingness to enhance skills as required by the tasks to be performed – measures will be agreed upon with the management

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 31st of August, 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.