Admin Assistant _ RMO

Salary band:

2

Assistant

2A

Admin Assistant _ Risk Management Office (RMO)

Job Profile

1. Required Qualifications, Competencies and Knowledge

Formal Education

• University degree (preferably in IT, engineering or finance)
• Alternatively significant working experience

Experience

• 2-3 years of working experience in administrative position
• Working experience with an international organisation
• Working experience with GIZ administrative system and regulation is considered an advantage

Other Qualifications

• Excellent written and spoken English and Arabic,
• Excellent command of MS-Office and Microsoft Teams
• Proficient use of modern telecommunication systems
• Excellent office administration, organizational and self-drive skills
• High standards of confidentiality and loyalty
• Reliable, accurate, consistent, persistent and easy going
• Driving licence holder

2. Responsibilities

      The Admin Assistant is responsible for:

• Providing administrative support to the project
• Keeping all RMO lists updated
• Assists the project team on different administrative and organisational issues when requested and in coordination with the Project Team Leader
• Prepares and revise letters, reports, memos and documents in general
• Provides simple translations (Arabic-English; English-Arabic as required)

3. Tasks

Communication

• Managing Emergency Mass Notification Platform
• Monitoring phone cascades
• Managing Bulk SMS distribution lists
• Include all short-term visitors in communication mechanisms

Staff list update

• Maintaining contact lists
• Ensuring GIZ staff tracker is always updated (inclusive of phone numbers and addresses)
• Registering daily filed trips and in/out of country presence
• Ensuring personal data sheet and visitors forms are UpToDate
   

Database management

• Be in charge of RMO IDA page
• Ensuring all project documentation is properly saved and accessible
• Participates in project activities related to knowledge management assuring the uploading of files at the end of each reporting period

Other tasks

• Verifies correctness of registrations in the car log-book
• Calculates mileage and use of fuel for the project cars
• Handling requests for information and data
• Participating in project activities related to knowledge management assuring the uploading of files at the end of each reporting period
• Assisting the project team on different administrative and organisational issues when requested
• Providing simple translations (Arabic-English; English-Arabic as required)

Description: The wide range of services offered by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH are based on a wealth of regional and technical expertise and on tried and tested management know-how. We are a German federal enterprise and offer workable, sustainable and effective solutions in political, economic and social change processes.

Most of our work is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). However, GIZ also operates on behalf of other German ministries and public and private bodies in Germany and abroad. These include governments of other countries, the European Commission, the United Nations and the World Bank. We are equally committed to helping our clients in the private sector attain their goals.

We create prospects for people and with people. As GIZ has an international mandate, we offer a multicultural working environment. We are committed service providers and dedicated professionals, even under difficult circumstances. We take pride in enabling our employees to develop their professional and personal skills. There are plenty of reasons to join our motivated team – ranging from the diverse challenges you will face on a daily basis in one of our 130 partner countries, to the broad scope you will have for shaping your work.

The Risk Management Office (RMO), as part of GIZ Country Office, interfaces with all programs, its security focal points and managers. The RMO focuses on context monitoring, designing SOP and ensuring preparedness in case of a crisis and the implementation of contingency protocols. The RMO also focuses on information sharing, both on a daily basis as well as more complex analytical products.