Iraq: Office manager

Organization: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Country: Iraq
Closing date: 15 Jun 2017

Title: Office manager

Reports to: Programme manager

A. Responsibilities

The office manager is responsible for

  • ensuring that the secretariat runs smoothly
  • good communication flow, particularly with the country director
  • daily operational performance of all administrative tasks for the country director and the entire office
  • filing documents in reference files or in DMS in line with GIZ’s filing rules

The office manager performs the following tasks:

B. Tasks

1. Secretariat work and services

The office manager

  • organises and coordinates the program manager’s schedule
  • reminds, updates and notifies the manager of daily appointments
  • prepares and organises information materials for the program manager and/or meetings
  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  • replies and looks after correspondence
  • photocopies and scans documents as needed
  • participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes

2. Office coordination, office management and general coordination

The office manager

  • deals with annual and other leave requests for contracted experts
  • coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the programm
  • coordinates and organises rooms for meetings
  • coordinates equipment etc. required for meetings with the responsible person

3. Administration

The office manager

  • assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
  • updates the filing system daily with incoming and outgoing correspondence
  • maintains the inventory list for the office/project/programme

4. General tasks

The office manager

  • welcomes visitors in a friendly manner and serves them with beverages
  • interprets and translates as required

1. Other duties/additional tasks

The office manager

  • performs other duties and tasks at the request of management
  • coordination of driver’s schedule
  • overall supervision of DMS filing within the program

C. Required qualifications, competences and experience

Qualifications

  • university degree in office management/administration or similar area

Professional experience

  • at least 3 years’ professional experience in a comparable position

Other knowledge, additional competences

  • good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • good knowledge of the European language widely used in the country, ideally a knowledge of German
  • good management and organisational skills
  • 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: Jobs.GIZ.KRI@giz.de:

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