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Administrative Officer

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes. Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries. The Civil Society Participation in Governance Reform and Poverty Reduction Programme (CSPP) is funded by the BMZ and the European Union (EU) and has been supporting Zambian government and civil society organisations to improve framework conditions for political participation and improved access to justice in Zambia. The programme aims at promoting the dialogue and cooperation between government institutions and civil society organisations (CSOs) on government reform processes and poverty reduction issues. In order to support CSPP in achieving its objectives, GIZ is seeking to recruit a suitable candidate in the following position who will be sharing the tasks of the programme’s designated project components, in close cooperation with the Accountant and the Finance Manager:

REF: GIZ_CSPP_ADM

Main tasks and Responsibilities

Coordination:

• Organising administrative and logistical aspects of programme activities (i.e. meetings, workshops, drawing up travel schedules, hotel and ticket reservations, organising transport for visitors, etc.)

• Assisting in the preparation of missions, workshops, seminars and events for the programme and its partner institutions

• Coordinating the support staff of the programme

• Coordinating with GIZ Office Zambia on administrative issues and modes of delivery

Administration and knowledge management:

• Ensuring that computers, software and mobile phones function properly (informs GIZ IT expert accordingly)

• Monitoring availability of materials and stock and carrying out procurement in accordance with GIZ guidelines

• Maintaining the programme’s inventory file

• Being responsible for filing documents in reference files and DMS in line with GIZ filing rules

• Updating staff on news publications from the media related to the sector the programme specialises in (“news highlights”)

• Managing confidential files, especially in areas of personnel and finance

• Creating and regularly maintaining an address file of important contacts

• Reporting damaged/defective office furnishings and equipment to project management and organising and following up on maintenance and repair

Finance and accounting:

• Managing and monitoring the monthly accounting and financial plans

• Being responsible for financial management, such as cash withdrawals; keeping two cashbooks of the programme (PLEED, CSPP)

• Preparing and entering vouchers

• Monitoring bank balances and initiating transfer of funds from GIZ Office Zambia

• Ensuring that all payment documentation is in line with GIZ regulations

• Checking partner requests for funds before release for payment

• Checking travel expense statements of staff and/or partners for approval by the superior

• Following up on GIZ audit recommendations (such as monthly error sheets, internal controls and external audits)

Qualifications and requirements:

• Bachelor’s degree in Business Administration or a similar field, or the equivalent of a bachelor’s degree in Accounting (minimum ACCA Level II); an MBA is an added advantage

• Must be a member of ZICA

Professional experience:

• Three years’ professional experience in comparable position

• Broad experience in administration

Other knowledge and skills:

• Fluency in English, written and oral

• Strong interpersonal and communication skills

• Must have a proactive attitude and be a team player with the ability to work with minimum supervision

• Must have the ability to prioritise workload

• Excellent working knowledge of ITC technology (i.e. MS Office, email, phone, fax, etc.)

• Must have excellent numerical skills

• Must be able to work effectively in a multicultural and multidisciplinary team

• Willingness to upgrade skills as required by the tasks to be performed – in line with corresponding measures agreed with management

How to apply

The successful candidate will be expected to start employment with GIZ, on a full-time basis, as soon as possible. The contract shall be for a fixed term with a possibility of renewal. Interested candidates must send the CV and a cover letter electronically, quoting the above reference in the subject line to:

Application deadline
5 Mar 17:00
Email applications to
jobzambia@giz.de
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