Office Manager (m/f/d)

Job Category

Job Experience

Job Location

Expiration Date

03 Dec 2019

Deutsche Gesellschaft f. Int. Zusammenarbeit (GIZ) GmbH Brussels, BE

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. GIZ promotes complex reforms and change processes, often working under difficult conditions. Its corporate objective is to improve people’s living conditions on a sustainable basis. For more information, please consult www.giz.de.

 
On behalf of the EU and the German Federal Ministry for Economic Cooperation and Development (BMZ), GIZ jointly with British Council, Expertise France and SNV will develop and conduct a Technical Assistance Facility for African, Caribbean and Pacific countries on business environment and investment climate reform (TAF).

We are currently looking for an Office Manager (m/f/d) for the Project Management Unit (PMU) office of the TAF in Brussels starting from 01.01.2020 (or as soon as possible). GIZ offers a Belgian employment contract under the PC200, a monthly MOBIB ticket for Brussels, lunch vouchers and a complimentary hospitalization insurance. This is a full-time position. It will be remunerated according to the level of experience. The successful candidate will be contracted on a two-year basis with the possibility of renewal. A valid work permit for Belgium is required.

Applicants are asked to submit their updated CV together with a one-page cover letter indicating the salary expectation (both CV and letter in English) to: Stefanie.Khan@giz.de

mentioning the position you would like to apply for in the reference. The cover letter shall clearly outline the motivation and availability of the applicant. Applications should be submitted at the latest by 03 December 2019.

Responsibilities

The Office Manager is responsible for the smooth office management of the Project Management Unit (PMU) of the TAF, administration work such as preparation of documents for service short-term contracts as well as ensuring good correspondence and flow of information within the PMU.

The Office Manager

  • answers, reviews, forwards and/or takes calls and manages and organises incoming and outgoing correspondence
  • coordinates appointments for the PMU, incl. organizing online meetings, skype calls, online calendars and online events
  • helps organise and document events of the PMU in Brussels and partner countries
  • manages travel bookings and reimbursement procedures for PMU staff; helps prepare visitor programmes, draws up travel schedules and arranges travel logistics
  • supports knowledge management of PMU and helps create and maintain a filing system
  • compiles address and consultant data bases
  • purchases necessary equipment, prepares/updates inventory lists, reports damages to the project manager and follows up on maintenance and repair
  • monitors the availability of accessories and stocks and supports procurement in accordance with guidelines
  • treats information confidentially, specifically in the areas of personnel and finance
  • supports the preparation of documents for short term experts’ contracts and all connected administrative tasks
  • organizes contractual arrangements for conferences and other events such as venues, travel arrangements on project budgets etc.
  • supports and prepares documents for audits and internal control procedures
  • supports financial progress reporting to donors

Requirements

Work permit for Belgium, as the location of the work will be Brussels.

Qualifications

  • Completed secondary school.
  • Bachelor degree in office management/administration or similar area or comparable secretarial/administrative assistant experience.

Professional experience

  • At least 3 years’ professional experience as office manager or administrative professional
  • Previous experience in managing administration and service contracts; experience with GIZ contractual management would be an asset

Additional competences

  • Very good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office, MS Teams, Skype)
  • Fluent English and a basic knowledge of German (ability to read and understand German forms/texts) are a prerequisite. Knowledge of French and Spanish are an advantage 
  • Good management and organisational skills
  • Customer and service-oriented attitude, keen on working in a team
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

 

 

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