Job Summary

Perform duties of an Office Assistant

  • Minimum Qualification: Diploma
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Deutsche Gesellschaft fr Internationale Zusammenarbeit (GIZ) GmbH seeks the services of an Office Assistant

Job Title: Office Assistant

Job Location: Accra, Greater Accra 

Job Description

  • Assisting with creditor and debtor administration, including local subsidies and agreements with national appraisers
  • Prepares transfers and/or other bank documents and checks these before execution
  • Performing general clerical services
  • Dealing with all questions arising in the administrative and organizational area of the project
  • Assisting with filing documents in reference files or DMS in line with GIZ’s filing rules
  • Performing tasks in compliance with GIZ’s Orientation and Rules (O+R) 
  • Communicating efficiently with offices with which regular contact is maintained
  • Ensuring that tasks are carried out smoothly within the assigned area of responsibility
  • Managing knowledge by disseminating and documenting know-how, experience and information

Purchasing, procurement, financial management

  • Assists in overseeing the implementation of local subsidy agreements with organisations, plans and proceeds requests for advance payment and ensures timely financial reporting on funds spent
  • Supports the programme manager and the team members as well as consultants in travel management and travel claims
  • Ensures that the necessary office supplies are available and purchases office equipment and supplies within set value limits

Coordination tasks

  • Collecting travel details, organizing national logistics, assisting GIZ travel team with travel arrangements, accompanying the group during the trip 
  • Taking notes and pictures during meetings and presentations
  • Photocopies and scans documents as needed
  • Organizing and compiling information materials
  • Labeling files in accordance with GIZ filing rules
  • Creation and completion of forms and tables in accordance with specific instructions
  • Documenting service requests and enquiries

Administrative services / General tasks

  • Prepares documents and supports the organization of project events (meetings, workshops, seminars) and their documentation
  • Supports the planning and organization of events, draws up lists of participants and draft itineraries, organizes ticketing and visa procurement for participants if required
  • Runs errands, e.g. paying invoices, delivering and collecting documents
  • Assists in drawing up reports, presentations and translations
  • Assists in communicating, updating and collecting information on the project’s activities and uploading information on the project server as well as DMS
  • Organizes and updates project/programme documentation, the filing systems and the project/programme library

Other duties/additional tasks

  • Assists other experts, if necessary
  • Performs other duties and tasks at the request of management

Qualification and Requirements

  • Minimum of Certificate / diploma in accounting or similar qualification from a recognized clerical institution
  • At least 1-3 years’ professional experience in a comparable position
  • Good working knowledge of ITC technologies and computer applications (e.g. MS Office)
  • Fluent oral and written knowledge in English
  • Knowledge of German is an asset
  • Willingness to upskill as required by the tasks to be performed
  • The position will require frequent travels throughout the country

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