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ADMINISTRATIVE OFFICER |
GIZ GIZ |
Advert
Posted 2018-10-19 03:56:06
CAREER OPPORTUNITY
The Deutsche Gesellschaft für Internationale Zusammenarbeit
(GIZ) GmbH is the implementing agency of the Federal Republic of Germany for
technical and international cooperation. It offers flexible, sustainable and
effective solutions in political, economic and social change processes. Most of
the work of GIZ is commissioned by the German Federal Ministry for Economic
Cooperation and Development (BMZ). GIZ also operates on behalf of other German
ministries as well as public and private bodies in Germany and abroad. These
include the European Commission, the United Nations, the World Bank and
governments of other countries.
The Good Financial Governance (GFG) Programme 2019-2022 phase is
foreseen to focus on increasing transparency, efficiency, and accountability of
public financial governance in Zambia. Its main partner institutions are
envisioned to be the Ministry of Finance, the Ministry of National Development
Planning, selected line ministries, the Zambia Revenue Authority and the Zambia
Public Procurement Authority. The GFG Programme is set to provide advisory
services and capacity development measures in the areas of enhancing revenue
mobilisation and supporting the reforms in budget planning, management and
execution, as well as the revision of intergovernmental fiscal relations, to
its partner institutions.
In order to meet the GFG Programme’s growing administrative needs,
GIZ is seeking a suitable candidate for the following position:
Administrative Officer (Lusaka
based)
REF:
GIZ_GFG_ADM
Main tasks and
responsibilities:
Coordination
§
Managing daily office operations
§
Preparing and handling visits and ensuring visitors are well
catered for
§
Organising administrative and logistical aspects of programme
activities (i.e. meetings, workshops, drawing up travel schedules, hotel and
ticket reservations, organising transport for visitors, etc.)
§
Assisting in the preparation of missions, workshops, seminars
and events for the programme and its partner institutions
§
Assisting GFG Finance and Administration Coordinator (FAC) with
coordinating the support staff of the programme
§
Assisting the GFG FAC with coordinating with GIZ Office Zambia
on administrative issues and modes of delivery
Administration and Knowledge
Management
§
Ensuring that computers, software and mobile phones function
properly (informs the GIZ IT expert accordingly)
§
Monitoring availability of materials and stock and carrying out
procurement in accordance with GIZ guidelines
§
Maintaining the programme’s inventory file
§
Being responsible for filing documents in reference files and
DMS in line with GIZ filing rules
§
Updating staff on news publications from the media related to
the sector the programme specialises in (“news highlightsâ€)
§
Managing confidential files, especially in areas of personnel
and finance
§
Creating and regularly maintaining an address file of important
contacts
§
Reporting damaged/defective office furnishings and equipment to
programme management and organising and following up on maintenance and repair
Finance and Accounting
§
Being responsible for financial management, such as cash
withdrawals as well as managing the cashbooks of the programme
§
Preparing and entering vouchers
§
Monitoring bank balances and initiating transfer of funds from
GIZ Office Zambia
§
Ensuring that all payment documentation is in line with GIZ
regulations
§
Checking travel expense statements of staff and/or partners for
approval by the superior
§
Following up on GIZ audit recommendations (such as monthly error
sheets, internal controls and external audits)
Other Duties/Additional Tasks
§
Assisting in and/or carrying out other programme activities and
other tasks as needed
§
Acting as a back-up within the GFG administrative team
Qualifications and
requirements:
§
Minimum of a bachelor’s degree in Business Administration or a
similar field, or the equivalent of a bachelor’s degree in Accounting (minimum
ACCA Level II); an MBA is an added advantage
§
Membership (minimum Licentiate) of the Zambia Institute of
Chartered Accountants (ZICA) an added advantage
§
At least three (3) years’ professional experience in a similar
position
§
Broad experience of administration
§
Experience in project management
Other knowledge, additional
competences
§
Fluency in English, both written and oral
§
Excellent numerical skills
§
Good working knowledge of ITC technology (related software,
telephone, fax, email, the Internet) and computer applications (e.g. MS Office)
§
Strong communication and interpersonal skills with the ability
to to work in a multicultural and multidisciplinary team
§
Ability to maintain high standards of confidentiality,
especially when handling sensitive information/data
§
Strong organisational skills; must be proactive and be able to
manage and prioritise workload and be accustomed to working under pressure with
high resilience and self-motivation
§
Willingness to upskill; corresponding measures to be agreed with
management
The successful candidate will be expected to start full-time
employment with GIZ, on a fixed term contract on 1st January 2019. Interested
candidates must send the CV and a cover letter electronically, quoting the
reference GIZ_GFG_ADM in the email
subject line to: jobzambia@giz.de by 15:00 hrs on Friday, 26th October 2018.
Certificates, qualifications, etc. must not be attached
to the application. In addition, traceable references of previous engagements
must be provided. Please ensure that you mention www.gozambiajobs.com as the
source of this job advertisement. Please note that only applicants selected for
interview will be contacted. GIZ is committed to being an equal opportunities
employer. Therefore, women and people with disabilities are strongly encouraged
to apply.