Iraq: Project assistant

Organization: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Country: Iraq
Closing date: 04 May 2017

Title: Project assistant
Reports to: Project manager
Deputy: TBC
Duty station: Duhok office, GIZ Education program

A. Responsibilities:

The project assistant is responsible for

  • Assisting the project management staff in his/her administrative tasks

  • Carrying out administrative duties by collecting data, sorting, filing and sending out project files to the right personnel, workers, and stakeholders.

  • Filing documents in reference files or in the GIZ-Document-Management-System (DMS) in line with GIZ’s filing rules

  • Creating and updating records ensuring accuracy and validity of information

B. Tasks

· Organize and coordinates appointments for the manager

· Facilitates, support and coordinates tasks of project staff and implementing partners

· Regularly draws up a list of forthcoming meetings and events

· Photocopies and scans documents as needed

· Helps organize events and document meetings, workshops and seminars within or outside the project

· Helps prepare visitor programs, draws up travel schedule, organize transport of visitors, make hotel and ticket reservation.

· Arrange meetings, presentations, seminars and trainings being organized and call the attention of the director to them where and when they are needed.

· Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes

· Manages incoming and outgoing correspondence (post, fax, email) and priorities and organize it

· Responsible for all procurement processes for the projects need starting from preparing requests for (items &services) and follow-up and perform the purchasing process as per the procurements regulations

· Assists in creating and maintaining a filing system for the office

· Maintains the inventory list for the office/project/program

· Creates and address file with important contact addresses and maintains this Coordinates with the logistic and procurement unit for project procurement issues

· Keep records of all information related to project for documentation, clarification and presentation to management

· Performs other duties and tasks at the request of management

C. Required qualifications, competences and experience

· Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)

· Fluency in Kurdish and Arab language (written and spoken) is required.

· Very good English language skills (written and spoken) is required, German language knowledge is considered an asset.

· Good coordination and organizational skills

· Discipline and punctuality

· Cstomer and service-oriented attitude

· Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

How to apply:

Please send your CV/Resume to the following email address: