Project administrative assistant

Deutsche Gesellschaft fr Internationale Zusammenarbeit (GIZ) GmbH

Job Summary

Perform duties of Project Administrative Assistant

  • Minimum Qualification: Degree
  • Experience Level: Executive level
  • Experience Length: 2 years

Job Description

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a service enterprise for development cooperation with international operations and global experience. Owned by the Federal Republic of Germany, the organisation operates as a private-sector enterprise with a development

policy mandate: to make sustainable improvements to the living conditions of people in the countries we operate in. The organisation’s department on International Services is the vehicle for offering GIZ’s services to international clients


Job Title:  Project Administrative Assistant


Job Location: Accra, Greater Accra


Job Description

  • Providing support for the smooth running of the Ghana Heart Initiative (GHI) project office(s)
  • Ensuring that (financial and) administrative regulations are complied with
  • Assisting mainly the project coordinator in their daily work


Tasks

Secretariat work and services

  • Accompanies the project coordinator or other team members to meetings if necessary
  • Prepares and organises internal meetings of the project
  • Organises and coordinates appointments for the project coordinator and team
  • Prepares and organises information materials for the project, and/or meetings
  • Supports to organise events, workshops and seminars of the project
  • Helps to prepare visitor programmes, organises transport of visitors, hotel and ticket reservations
  • Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
  • Photocopies and scans documents as needed
  • Regularly draws up a list of forthcoming meetings and events


Office Administration

  • Is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc., e.g. filling in Job Cards)
  • Assists the project coordinator in the follow up of ongoing contracts and Financial Agreements and/or Local Subsidies concluded with partner organizations
  • Monitors the availability of accessories and stocks
  • Reports damage/defects in office furnishings and equipment to the project coordinator and organises and follows up on maintenance and repair
  • Creates an address file with important contact addresses and maintains this
  • In cooperation with the project coordinator, helps to create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance


Other duties/additional tasks

  • Ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments
  • Performs other duties and tasks at the request of management


Qualification and Requirements

  • Minimum of University degree in business administration or similar area
  • Certificate/diploma or similar qualification from a recognized clerical college
  • At least 2-3 years’ professional experience in a comparable position
  • Good working knowledge of ICT technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office)
  • Very good knowledge of the English language, ideally also a knowledge of German
  • Good management and organisational skills
  • Customer and service-oriented attitude
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

How to Apply?

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