Location: Yerevan, Armenia
Category:
Type: Full-time
Deadline: 06-Nov-18 12:00:00 AM
Salary: Negotiable
Description
GIZ is looking for an Administrative Specialist for the "Public Financial Management in the South Caucasus" Programme. The incumbent will be responsible for a smooth administrative and financial management of all activities implemented by the Programme and will ensure that all is done in compliance with the rules and regulations of GIZ as well as the EU Delegation to Armenia, as the Programme is a beneficiary of an EU-Co-Financing Agreement. He/ she will act as a comprehensive service provider in the Programme office supporting the team in all aspects related to the administrative and financial management of the Programme. In addition to that, he/ she will be responsible for external communication and public relations, ensuring that the visibility guidelines of the EUD to Armenia as well as the GIZ corporate design principles are complied with.
Responsibilities
Administrative and Financial Management:
- Implement and monitor all administrative and financial aspects in relation to BMZ and EU funds;
- Ensure the commercial quality in relation to GIZ and EU instruments and processes;
- Process technical aspects and further developing of the area of responsibility in accordance with quality standards and provisions by GIZ;
- Maintain a good flow of communication and information within the Team and between all involved institutions and counterparts and GIZ (GIZ Country Office as well as GIZ HQ);
- Ensure that the project office runs smoothly;
- Control and manage finances (budget planning and monitoring, costs and expenditure monitoring, cash flow monitoring, co-financing regulations, fund requests);
- Responsible for quality assurance and preparation of financial reporting to different stakeholders (e.g. GIZ Country Office, EUD, others) as per the respective requirements and regulations;
- Prepare, accompany and support external Audits, specifically of Audits related to the EU-Co-Financing Agreement of the Programme;
- Responsible for quality assurance of administrative and financial documents, such as financing agreements, invoices, contracts;
- Perform administrative and finance related tasks, such as cash, bank, preparation of different contracts, procurement of goods, tenders, logistical support, drawing up letters, inventory, log books, travel settlement calculation, in adherence with OuR.
Coordination and Monitoring:
- Supervise, control and assist project staff in all aspects related to the administrative and financial management of the Programme (contracts, tenders, cash, bank, financing instruments);
- Supervise and use financial monitoring tools such as Winpaccs, and Cost Control;
- Support Programme management in financial reporting and updating the financial plans;
- Assist national and international consultants in their work;
- Assist the team in organizational and management issues;
- Assist the team in other job-related activities as required.
Knowledge Management and Communication:
- File documents in reference files or in DMS in line with GIZ's filing rules;
- Assist Programme Management and the Team in all issues related to external communication (layout of documents, proofreading of texts, checking corporate design issues whenever possible) and public relations (writing of texts, proofreading of documents, developing factsheets);
- Collect and circulate Programme-related information, and disseminate Programme experiences upon necessity;
- Contribute to publication of Programme results;
- Contribute to Programme-related media communications;
- Establish and update Project presentations in creative styles;
- Support in conceptualization, organisation, implementation and follow-up of PR and other events;
- Carry out translation and interpretation tasks from/ to English/ Armenian languages, including concise meeting reports;
- Collect and process activity results and data for monitoring system and compile reports in English language and ideally also in German language.
General obligations:
- Be familiar with GIZ and EU planning, implementation and reporting procedures and their changes;
- Be familiar with other Programme components and GIZ-assisted measures, concepts and status of implementation and know the corresponding experts and staff;
- Represent the interest of the GIZ-assisted measure and always act on its behalf;
- Carry out important tasks for the Project/ Programme, even if these are not explicitly cited in the job description;
- Assist in organization of training events, seminars, workshops, study tours.
Other duties/ additional tasks:
- Perform other job-related duties and tasks at the request of the team leader.
RequiredQualifications
- University degree (bachelor's or master's) in the area of Business Economics, Business Administration, Public Administration or equivalent;
- At least 5 years of professional experience in a comparable position;
- At least 3 years of EU co-financing experience; experience in cost control is preferred;
- Strong ability for self-motivation, self-organisation and priority-setting;
- Ability to work independently as well as in a team;
- Good working knowledge of ICT technologies (related software, phone, fax, email, the Internet) and computer applications (e.g. MS Office);
- Proven experience in writing high quality and effective PR texts in English and Armenian languages, on topics such as private sector development, market development, international development and refugees and enterprise promotion;
- Strong ability to manage activity and data monitoring and process it for precise and results-oriented GIZ reports in English language, ideally also in German language;
- Team player with excellent interpersonal and communication skills;
- Willingness to travel (nationally and internationally);
- Fluency in Armenian language; very good knowledge of English language; knowledge of German language is desired;
- Demonstrated ability to access and communicate with a variety of audiences (both specialized and non-specialized);
- Awareness of specific situation and needs of the target group.
Benefits
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