Monday, October 30, 2017

Job: Project Assistant for "Good Local Governance Programme South Caucasus" at Deutsche Gesellschaft fuer Internationale Zusammenarbeit GIZ GmbH Company

Location: JobParser.Models.Location

Category:

Type: Full-time

Deadline: 03-Nov-17 00:00:00

Salary: Negotiable

Description
The incumbent of this position is responsible for the smooth progress of administrative procedures in the "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 her administrative tasks;
- Responsible for daily operational performance of selected 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 ensuring updates of the team calendar;
- Remind, update and notify the Team Leader of daily appointments;
- Manage incoming and outgoing correspondence (post, fax, email), prioritise 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 these;
- Responsible for organising administrative and logistical aspects of project activities (meetings, workshops, etc. includng invitations).

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 and organise and follow up on maintenance and repair;
- Support and organise 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:
- Receive 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 for "Good Local Governance Programme South Caucasus" @ Deutsche Gesellschaft fuer Internationale Zusammenarbeit GIZ GmbH

No comments:

Post a Comment