Office Manager

Office Manager

GIZ- Internal/External Vacancy Announcement ‘#187/2022’

GIZ-AU Office Support to African Union Border Program

The regional GIZ project supports the implementation of the African Union Border Programme (AUBP) with a focus on three areas:

Delimitation and Demarcation: The project supports selected AU Member States to better define their borders and to use improved planning and technical capabilities for joint border definition. A better definition of borders includes increasing the number (densification) and renewal of dilapidated border markings, as well as mapping border areas. It also includes the reform or creation of border commissions. Working with the local border communities to create awareness about the relevance of borders and to prevent conflicts is another important aspect to foster peace and security.

Cross-Border Cooperation: The project works with border communities, local, civil society, and state actors to implement cross-border cooperation projects at selected borders.

Strengthening the AU and RECs: The AUBP-unit and selected Regional Economic Communities (RECs) are strengthened in supporting border governance initiatives of their Member States. The project works with the AU Commission (AUC) and the RECs to improve their capabilities to exercise their roles as norm developers, multipliers, and coordination platforms. The project aims at increasing the added value of the AUC for the states and to further strengthen the AUBP unit as a pacemaker of the border governance agenda and multiplier of AU legal instruments and policies.

Contract Duration:        30/06/2023

Responsibilities and Duties

The Office Manager will perform the following tasks:

Secretariat Work

• Taking minutes of meetings whenever needed.
• Preparing and documenting correspondences
• Photocopies and scan documents as needed
• Flight and hotel booking for staff
• Event organizing and documenting

Administrative Task

• Small procurement below 1.000 EUR and follow-up on project procurement
• Prepare service request documents
• Filing of documents according to GIZ Rules & Regulation
• Project assets management
• Maintaining digital project calendar and event file
• Support audit and internal control

Financial Tasks

• Handles per diems and transport allowance for workshop participants
• Quality check of invoices from venues
• Prepares payment requests from utilities
• Initiation of vouchers including supporting documents
• Taking corrective action according to the internal control report recommendation
• Perform other duties and tasks at the request of the supervisor

General Tasks

• Performs other duties and tasks at the request of management
• Follows-Up on the implementation of internal control findings in collaboration with all concerned units and team members 

Required qualifications, competencies, and experience

Qualifications

• B.A. in Management, Business Administration, Administrative and Secreterial Management or related fields …

Professional experience

• 1-3 years of related experience

Other knowledge, additional competencies

• MS Office
• Email and internet
• Good command of the English language