Vacancy title:
Junior Administrative Specialist

Jobs at:

Deadline of this Job:
Sunday, August 06 2023 

Summary
Date Posted: Monday, July 24 2023, Base Salary: Not Disclosed

JOB DETAILS:
The WatSSUP Programme is implemented by Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ). The programme is financed by the Special Initiative on Displaced Persons and Host Countries, an initiative by the BMZ, within the context of the Global Compact on Refugees, with the aim to eradicate root causes of displacement, reintegrate refugees and strengthen host communities. The programme operates on the nexus of humanitarian and development work and focuses on both refugee and host communities. The overall objective is to ensure sustainable water and sanitation services in selected refugee settlements and host communities in line with national and international refugee strategies. Key implementing partner of this programme is the Ministry of Water & Environment (MWE) and its decentralized agencies, in particular the Northern Umbrella of Water and Sanitation (NUWS).
GIZ is recruiting a Junior Administrative Specialist to support the implementation of its programme.

Key Responsibilities
The Junior Administrative Specialist will be in charge of:
Reception:
• Liaising with partners and clients in a service-oriented manner on behalf of the office by;
• providing professional phone services, personally welcoming visitors and maintaining a high standard in the reception area.
• Performing reception and secretariat services daily.
• Managing the pool of drivers of all programme within the Water Environment and Refugees compound that is headed by WatSSUP. Administration:
• Manages daily office operations in close cooperation with the Main Administrator of the WatSSUP Programme
• Managing the project office facilities and respective renovations and repairs.
• Supporting the organisation of Workshops, events, and meetings.
• Managing the rotation schedule of staff at the office.
• Managing the leave schedule and communicating absences to all. Prepares correspondence and handovers on request.
• Manages the data management section that has been assigned to her role online.

The Junior Administrative Specialist performs the following tasks:
Specific Tasks
• Reception services
• Answers and accepts phone calls and messages and/or forwards them.
• Maintains a call back list of all incoming calls which cannot be taken by the relevant staff member.
• Manages emails and communicates via email timely and professionally.
• Office work and services
• Ensures creation and/or regular updating of a list of contacts and addresses (telephone, e-mail).
• Ensures update of stock lists and other lists that might have been assigned to the role.
• Manages rotation schedule of staff online. Communicates timely and professionally.
• Drafts official letters without needing supervision.
• Updates correspondence on the online system regularly (DMS).
• Sorts and distributes incoming correspondence (e-mail, fax, other official documents) and ensure the information reaches the designated person on time.
• Makes photocopies and scans documents when required.
• Communicates professionally and timely to all stakeholders. •Manages the compound and all aspects that belong to it (e.g. garden maintenance).
• Support to Administrative Specialist.

Other Duties/Additional Tasks
• Performs other duties and tasks at the request of management.

Required qualifications, competences, and experience.
Qualifications
• Diploma in Secretarial Studies, Administration, or any related field. Professional experience
• At least 1-3 years' professional experience in a comparable position.
• Experience working with an international organization.

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


Work Hours: 8

Experience in Months: 36

Level of Education: Associate Degree

Job application procedure

All interested and qualified persons are encouraged to apply to the Head of Human Resources by email to vacancy@futureoptions.org.  Applications and CVs should be in one document and a maximum of 5 pages only and sent electronically, quoting the position and reference number. Please include name and contact of three references in the CVs, one official reference from your current workplace is a MUST. Applications should be received by 5.00pm on 6th August 2023. Please note: This is a national position. Only the shortlisted candidates will be contacted. Disclaimer: GIZ DOES NOT charge any kind of FEE(s) at whichever stage of the recruitment process.


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