Job by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Category: Accounting and Finance, Management
Location: Jimma project office, Oromia
Career Level: Mid Level ( 2+ – 5 years experience)
Employment Type: Full time
Salary: As per the GIZ scale
Job Description
GIZ-Internal Vacancy Announcement #140/2023
SRVC and SUVASE
Strengthening Rural Value Chains (SRVC) in Ethiopia is a bilateral project funded by the German Federal Ministry for Economic Cooperation and Development (BMZ), implemented by GIZ in collaboration with the ministry of Agriculture of the Federal Republic of Ethiopia. The project aims to improve the income and employment situation of the multiple actors along three strategically important agricultural value, namely Avocado, Onion and Soya bean. The SRVC project is mainly operating in three regional states of Ethiopia, Amhara, Oromia and Sidama regions. Regional coordination officers are functional including Oromia. In Oromia region the project implements its activities in southwestern and central Oromia.
Contract duration: Until December 31, 2024
Responsibilities
The Administrative Assistant is responsible for
The administrative assistant will be responsible for administrative and financial processes of both projects are in line with all relevant rules and procedures. This may pertain to all activities related to Oromia region and is not necessarily limited to Jimma and surrounding areas.
- Handling the procurement and administrative activities for the two projects’ implementation in the Oromia region
- Ensuring that the provided services are done correctly and on a timely basis according to GIZ procurement Guidelines.
- Ensure compliance with GIZ Rules and regulations.
Administrative Tasks (Procurement/Events)
- Initiate the procurement process, sending out inquiries, evaluation and awarding of the suppliers according to the GIZ rules for procurement up to Eur 1,000.00.
- prepare service request documents.
- logbook follow up and compile the report on monthly basis.
- taking minutes of meeting whenever is needed.
- preparing official letters
- photocopies and scan documents as needed.
- filing of documents according to GIZ Rules & Regulation
- flight booking, hotel booking.
- event organizing (workshops, trainings etc)
- Monitoring inventory and functionality of assets, computers and accessories
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 a corrective action according to internal control report recommendation
- assist the accounting specialist on monthly accounting and financial management.
- perform other duties and tasks at the request of the supervisor.
- taking a corrective action according to internal control report recommendation
Logistics tasks
- vehicle logbooks follow up and compile the report on monthly basis.
- maintains and updates the inventory records in coordination with the logistics manager
- receives and signs the GRN for inventory kept at the project office
- maintains the stores and records for the consumable items.
Other duties/additional tasks
- Takes up other duties as assigned by the supervisor and accountant specialist
Job Requirements
Required qualifications, professional experience
Qualifications
- BA in Management, Accounting or comparable qualification or equivalent training
Professional experience
- at least 3 years of professional working experience in a similar position
- work experience with international Organisation
- work experience with administrative tasks, travel/event management, or procurement
Other knowledge, additional competencies
- experience with IT-based accounting programs
- knowledge of GIZ rules & regulations and systems is a plus
- good working knowledge of modern telecommunication systems
- good interpersonal communication skills
- good working knowledge of MS Office programmes
- proficiency in English, Amharic and Oromiffa languages
- willingness to frequently travel within assigned area, project intervention areas and throughout Ethiopia as required.
- ability to organize and prioritize several tasks at the same time.
- ability to work independently, unsupervised and as part of a multicultural and international team.
How to Apply
Application procedure:
Interested and qualified candidates shall submit their motivation letter along with their non-returnable recent CV only via email: hreth@giz.de
Note:
Please make sure you mention the vacancy number and position title ‘Administrative Assistant #140/2023’ in the subject line of your email application.
Due to large number of applications we categorise applications with the vacancy numbers.
Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.
Only short-listed candidates will be contacted
We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.
Applications from qualified women are encouraged.
“Please refer to our brochure to learn more about GIZ’s attractive benefit package.”
Deadline Aug 17, 2023
