Trainee Junior Project Assistant

Job Experience

Job Location

Expiration Date

07 Oct 2017

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. GIZ International Services (GIZ InS) is the company’s business department offering services to international clients such as the European Commission. For more information, please consult www.giz.de.
The GIZ InS Office in Brussels has currently approx. 30 staff, the majority of whom is working in the implementation of EC funded projects.

  • We are currently looking for a Trainee Junior Project Assistant to start 1 October 2017.
  • Applicants are asked to submit their updated CV together with a one-page cover letter (both CV and letter in English) to the following email address: didier.vanhecke@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 20.09.2017. Early applications will particularly be appreciated. Interviews will be held on 26.09.2017.

A. Core scope of tasks Trainee Project Assistant

1. Knowledge management for a number of sectors

  • Research and compilation of GIZ references, materials, products and contact persons in a number of sectors
  • Assistance with the development of sectoral expert pools
  • Analysis of relevant EC policy documents

2. Project acquisition, i.e.
Supporting the Project Managers in developing the ‘Sectoral Knowledge Hubs’ with research on the key sectors relevant for the office (Urban Development, Private Sector Development, Climate Change, Governance, Food Security, Elections, and TVET) that would support the acquisition strategies, and as preparation for the individual requests within the Framework Contracts expected to start in December 2017. This includes but is not limited to:

  • Carrying out research tasks, e.g. for identification of suitable consortium partners, experts or approaches for implementation, prices etc.
  • Keeping up to date and improving general key documents and key information for tenders such as project references, performance confirmations from clients etc.
  • Drafting fact-sheets, texts, letters, preparing PowerPoint presentations and editing large texts including tables, graphics etc. in Word, Excel and Power Point.
  • Looking for suitable Short Term experts, translating and formatting their CVs.
  • Ensuring efficient liaison with consortium partners and GIZ in-house experts.
  • Preparing and organizing meetings, drafting and distributing minutes etc.
  • Contributing to screening of opportunities and following up relevant developments in the European institutions such as Financial Regulations etc., with a focus on identifying large volume contract potentials.

For specific acquisition calls within the FWCs and other acquisitions, tasks will include but not be limited to:

  • Managing the timely completion of administrative proposals by identifying and compiling the requested documents and information from GIZ and all consortium partners in compliance with the tender documents.
  • Drafting and proofreading parts of technical offers including CVs, references etc. and adjusting them to the specific tender requirements and the GIZ InS standards.
  • General administrative support including editing and formatting offers as well as the physical production of proposals.

3. Project implementation, i.e.
Supporting the Project Managers and the Experts in all administrative and logistical matters, where tasks include but are not limited to:

  • Preparing the travel expenses documents for the experts
  • Set-up, maintain and modify project templates for project procedures
  • Looking for suitable Short Term experts and formatting CVs
  • Time sheet management
  • Invoice verification
  • Procurement (e.g. flight tickets, translation, office equipment)
  • Editing of reports
  • Prepare briefings for management structure and experts, take minutes and drafting of reports

The above list of tasks is not exhaustive and might be complemented according to the actual needs of the projects and GIZ Succursale. All tasks shall be carried out under supervision and in close collaboration with the Project Managers.

B. Required qualifications, competences and experience
Qualifications:

  • University degree
  • Traineeships in EU institutions or studies at the College of Europe or equivalent would be an asset
  • Experience with (EC) tenders and/or project management would be a major asset
  • Knowledge of EU policies in the field of Private Sector Development (support to Small and Medium Enterprises) as well as the European Neighbourhood Policy would be an asset
  • Sound command of English and French (ability to read, write and understand complex documents) are a must
  • Knowledge of German would be an asset
  • Able to work precisely under high time pressure and workload
  • Service-oriented attitude
  • Excellent communication skills, keen on working in a team

Other knowledge, additional competences:

  • Full IT proficiency (all current MS Office applications, internet)
  • Work permit for Belgium

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