JOB VACANCY

As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives. It provides viable, forward-looking solutions for political, economic, ecological and social development in a globalised world. GIZ promotes complex reforms and change processes. Its corporate objective is to improve people’s living conditions on a sustainable basis. For more information about GIZ see: www.giz.de

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, Commerical Unit I is seeking to fill the position of:

Administrative Assistant

The overall purpose of the post

In order to support the implementation of the projects, Commercial Unit I is currently seeking one Administrative Assistant that will support the Senior Finance Manager in the area of administration, finance, procurement and contracting.

Main tasks and responsibilities

The Administrative Assistant will be responsible for:

• Providing administrative, organisational and logistical services to support the project for the implementation of the projects,
• Ensuring an efficient day-to-day running of the activities of the projects,
• Ensuring a good flow of communication and information within the projects and with the GIZ office,
• Supporting in procuring materials, equipment and services,
• Ensuring the project's data and file management system,
• Supporting in monitoring the monthly accounting and financial plans,
• Supporting in monitoring the financial open issues (such as obligos-commitments) on a monthly basis,
• Processing local payments in compliance with GIZ and EU procedures,
• Providing daily invoice checking, processing and recordkeeping,
• Ensuring detailed financial records are kept in the formats needed for GIZ internal controlling, internal audits and EU audits,
• Checking travel expense statements of staff for approval by the superior,
• Checking requests for funds before release,
• Monitoring the project inventory using the On-Site Asset software tool,
• Collecting copies of invoices and supporting documents (incl. award procedure documentation, agendas and participants’ lists),
• Assisting in managing external and internal audits and internal controls
• Organizing workshops, events, study visits etc.
• Organizing travels of partners, and is also responsible for duty trip expenses,
• Supporting with the usage of Onsite Reporting and Onsite Operations for preparation of the KOMP report. Also, supporting all the advisors and giving continuous support to the team for Onsite Operations,
• Organizing translation documents with the translation company, also coordinating simultaneous translations while making sure everything is planned and finalized with the payment,
• Carrying out other crucial tasks for the project, even if these are not explicitly cited in the job description.

Procurement and contracting

• Involvement in ensuring that an adequate internal control system is in place (separation of functions, the cross-check principle, observation of the Code of Conduct and procurement rules) together with the officer responsible for the commission and the responsible line manager,
• Support with safeguarding the correct handling of procurement services for the implementation of the project, taking into account the current procurement regulations,
• Compliance with the EU sanctions list check in accordance with procedures and rules and departmental and country requirements.

Administration

• Coordinate administrative project needs in consultation with the Senior Finance Manager and the country office.

Other duties/additional tasks

Performs other tasks as assigned by the Senior Finance Manager.

Required qualifications, competencies and experience

Qualification

• University Degree in Business Administration, Finance and Accounting. Or
• At least 3 years of professional experience in accounting and financing, in the private sector, NGOs and /or an international organisation, dealing with different forms of financial management, contractual and administrative procedures.
• Experience in the context of EU-funded projects is an added value.

Other knowledge, additional competences

• Exact and stringent work attitude, well-organized and constructive approach
• Excellent communication skills
• Very good knowledge of English; knowledge of German is an added value
• Excellent working knowledge of computer applications (e.g. MS Excel, MS Office, MS Outlook etc.)
• Willingness and ability to upskill in the areas required by responsibilities and tasks
• Team player with the ability to support a multi-discipline international project team
• Integrity, flexibility, and motivation.

Location: GIZ Kosovo, Pristina

Expected start date: February 2023

How to apply?

Interested and, suitably qualified and experienced candidates are invited to submit their electronic application in English, in PDF version, to [email protected]

• CV (Europass template is recommended)
• Letter of motivation
• Diploma(s), references/recommendations
• Subject of the email: Name & Surname – Administrative Assistant - CU Applications that do not meet these rules will not be considered!

Deadline for the application: 30th of December 2022

Only short-listed candidates will be contacted and invited to the next stage of recruitment.

GIZ encourages female candidates, candidates from ethnic communities, and candidates with a disability to apply.

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Declaration of Consent

You agree that your personal data will be used for the purpose of the recruitment process, only. The information will only be accessed by recruitment staff and panel members. You understand that your data will be held securely and will not be distributed to third parties. You have a right to change or access your information. You understand that your personal data will be deleted after six months when this information is no longer required for this purpose.