Iraq: Office manager

Organization: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Country: Iraq
Closing date: 08 Mar 2017

Title – Office manager

Reports to: Head of COE

Duty Station: Erbil

A. Responsibilities

  • We are looking for an Office manager to organize and coordinate administration duties and office procedures. Her/his role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.
  • Office manager responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience in quality management and business management would be an advantage. A successful Office manager should also have experience with a variety of office software (Microsoft Office, spreadsheets and databases) and be able to accurately handle administrative duties.
  • Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

The office manager performs the following tasks:

B. Tasks

1. Office management

  • Serve as the point person for office manager duties including:

o Maintenance

o Mailing

o Supplies

o Equipment

o Bills

o Errands

o Shopping

  • Schedule meetings and appointments within GIZ
  • Organize the office layout and order stationery and equipment
  • Maintain the office condition and arrange necessary repairs
  • Organize office operations and procedures
  • Coordinate with Head of Administration/Finance on all office equipment and ensure that all items are invoiced and paid on time
  • Manage all office related contract and price negotiations with office vendors, service providers and office lease
  • Provide general support to office visitors
  • Address staff queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
  • Liaise with facility management vendors, including cleaning, catering and security services
  • Plan in-house or off-site activities, like parties, celebrations and conferences
  • Basic document translation (Kurdish / Arabic / English)

2. Reception services

  • Dealing with phone calls and messages and/or forwards them
  • Maintaining a callback list of all incoming calls which cannot be taken by the relevant staff member
  • Registration, documentation and organization of incoming and outgoing correspondence (fax, emails, packages and personally delivered messages)
  • Ensuring that visitors are comfortable by offering newspapers, refreshments etc.

3. Services for staff

  • Providing travellers with all the necessary information for their inbound travel
  • Maintaining and updating a database of prices, rates and locations of residential areas, houses and apartments to assist staff looking for accommodation
  • Updating a register of estate agents and collecting information about satisfaction with the services provided
  • Maintaining a list of all experts on assignment in the country in cooperation with RMO
  • Providing information for experts and visitors, informs them about the status of their agreements e.g. changes in schedules and other plans, transport services etc

  • Arranging accommodation for arriving visitors

  • Evaluation of hotel prices and negotiation of better room rates with withelistet hotels

  • Procuring tickets for international travel

  • Reservation of hotels or any other accommodation on demand

  • Organization of relevant documents for visas and other necessary permits and documents

  • Organisation and coordination of logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events

  • Arranging programmes for visitors, making travel arrangements such as booking tickets, flights, hotel reservations, transport etc

  • Filing documents in reference files or in DMS in line with GIZ’s filing rules

  • Ensuring that visitors and experts arriving in the country are picked up

  • Photocopies and scans documents as needed

  • Performing other duties and tasks at the request of management

C. Required qualifications, competences and experience

  • Proven experience in Project management, Quality management, Business management or as an Office manager or Administrative assistant
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular)
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • College or University degree; additional qualification as an Administrative assistant or Secretary will be a plus
  • Confidential handling of information on staff and finances
  • Very good knowledge of Kurdish dialects and language and the European language widely used in the country (English) as well as Arabic language, ideally a knowledge of German

How to apply:

Send your CV/Resume to the following email address: Jobs.GIZ.KRI@giz.de

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