Location: JobParser.Models.LocationModel
Category:
Type: Full-time
Deadline: 12-Aug-18 00:00:00
Salary: Negotiable
Description
GIZ is looking for a Project Assistant for "Good Local Governance Programme South Caucasus". The incumbent will be responsible for the smooth progress of administrative procedures in "Good Local Governance Programme South Caucasus" in Armenia. He/ she will act as a comprehensive service provider in the Programme office supporting the team in general tasks such as secretariat work and services, office coordination and event management.
Responsibilities
- Ensure that the office of the "Good Local Governance Programme South Caucasus" in Armenia runs smoothly;
- Ensure good communication and flow of information within the Programme and with the GIZ office and the regional Programme office as well as with partner institutions;
- Assist the Team Leader in his/ her administrative tasks;
- Perform daily operational administrative tasks of all Programme affairs.
Secretariat Work and Services:
- Organise and coordinate the Team Leader's schedule and the team schedule as well as ensure updates of the team calendar;
- Remind, update and notify the Team Leader of daily appointments;
- Manage incoming and outgoing correspondence (post, fax, email), prioritize and organise it;
- Reply and look after correspondence;
- Answer, review, forward and/or take calls;
- Prepare and organise information materials for meetings;
- Help prepare visitor programmes, draw up travel schedules, organise transport of visitors and make hotel and ticket reservations;
- Provide receptionist services as required;
- Photocopy and scan documents as needed;
- Help organise events and document meetings, workshops and seminars within or outside the Project;
- Participate in internal and external (team) meetings and workshops and assist with documenting;
- Responsible for organising administrative and logistical aspects of Project activities (meetings, workshops, invitations, etc.).
Office Coordination, Office Management and General Coordination:
- Regularly draw up a list of forthcoming meetings and events and send monthly event calendars to co-financing partners upon request;
- Report damage/ defects in office furnishings and equipment to Project management, organise and follow up on maintenance and repair;
- Support the handover of equipment (particularly IT hardware and office equipment such as printers, scanners, servers and copiers) to partner municipalities, including preparation and filing of handover acts;
- Manage VAT exemptions.
Administration and Knowledge Management:
- Create an address file with important contact addresses and maintain it;
- Help create and maintain a filing system for the office or Project; treat information confidentially, specifically in the areas of personnel and finance;
- Update the filing system daily with incoming and outgoing correspondence;
- Maintain and regularly update the vacation and business trip calendar.
General Tasks:
- Welcome participants; keep the participants lists for in-house events;
- Communicate with catering firms;
- Coordinate event-related IT issues including the rental of translation equipment.
Other Duties/ Additional Tasks:
- Perform other job-related duties and tasks at the request of management.
RequiredQualifications
- Graduate degree in a relevant subject (equivalent to BA or MBA);
- At least 3 years of professional experience in a comparable position;
- Good working knowledge of ITC technologies (related software, phone, fax, e-mail and the Internet) and computer applications, such as MS Office;
- Very good knowledge of Armenian, Russian and English languages; additional German language skills are an asset;
- Good management and organizational experience and excellent organisational skills;
- Strong professional ethics, interpersonal skills, tolerance, flexibility and self-motivation;
- Customer and service oriented attitude;
- Willingness to upskill as required by the tasks to be performed (corresponding measures are agreed with management);
- Ability and willingness to cooperate closely with an international team including Armenian, German, Azerbaijani and Georgian citizens;
- Occasional international travel in the South Caucasus region.
Benefits
Job URL: iJob.am - Project Assistant @ Deutsche Gesellschaft fuer Internationale Zusammenarbeit GIZ GmbH
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