Administrative Assistant

A.        Responsibilities The office assistant is responsible for performing general clerical services assisting the administration officers in the GIZ Office ( e.g. procurement, finance, general administration) with his/her tasks as instructed (scanning, copying, email follow up, etc.) assisting in the preparation/organization of events assisting in preparing lists and following up per phone enquiries as per the request of the Administration Officers at the Office assisting with filing documents in reference files or DMS in line with GIZ’s filing rules   The office assistant performs the following tasks:   B.        Tasks 1.      Clerical services The office assistant ensures that the necessary office supplies are available reports damage to the administrative officers, organises and monitors the service and repair of office equipment handles telephone calls, fax services, email services   2.      Support for administrative officers The office assistant photocopies and scans documents as needed organises and compiles information materials labels files in accordance with GIZ filing rules completes forms and tables in accordance with specific instructions from the administrative manager helps prepare office internal lists and documentations documents service requests and enquiries assists in organizations of events and internal meetings   3.      Support for procurement department in the following fields:   Contract preparation for local consultants and firms Procurement of goods Procurement/purchase of tickets General administration tasks (e.g. inventory, stock keeping, follow up of requests, etc)   4.      General tasks runs errands, e.g. paying invoices, delivering and collecting documents, etc.   5.      Other duties/additional tasks performs other duties and tasks at the request of the management