Office Manager at GIZ Nigeria

Background
GIZ. Solutions that work:

• As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security.
• The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector and governments of other countries.  We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity.
• Our main commissioning party is the German Federal Ministry for Economic Cooperation and Development (BMZ). The registered offices of GIZ are in Bonn and Eschborn.
• Our approximately 23,500 employees, almost 70 percent of whom are national personnel, work in a round 120 countries (July 2020)
• GIZ has worked in Nigeria since 1974. From 2004, GIZ has maintained a country office in the capital city Abuja. Currently 361 national and 66 international employees, 19 regional staff, 4 integrated specialists and 3 development workers are working in the country (June 2020).

The Project

• Skills Development for Youth Employment in Nigeria (SKYE) Vocational education and training with low relevance to the labour market leads to low employment and income prospects for VET graduates.
• To counteract this, the project aims to improve the incomegenerating employment opportunities of Nigerian young people and young adults, whose absence is an important cause of migration to Europe and other industrialised countries.
• Based on GIZ’s integrated employment approach, the employability of Nigerian young people and young adults will be improved in selected States of the Federation.
• The target groups of the project are Nigerian youths and young adults aged 15-35, including returning and potential migrants. The focus is on the employment-intensive sectors such as construction and agricultural, which together generate about half of all employment in Nigeria, but not limited to these sectors. Furthermore, investments by local and German private enterprises in cooperative initial and continuing vocational training are being promoted.
• Promoting cooperative vocational education and training through intermediary / Business Membership Organisations will be key.
• As part of a recent change offer, the scope of the SKYE project will expand to structurally address the field of Active Labour Market Policies and Measures. Special attention is given to young women who are given access to newly developed training programmes for professions in demand.
• A further target group are returning migrants who’s specifically acquired skills and networks are used for reintegration into the Nigerian labour market.

Responsibilities

• The office manager supports the project in conducting meetings, events, and other project activities, coordinating with external partners, documentation and managing office supplies and logistics.

Tasks
Administrative tasks:

• Supporting the (Technical advisors and team leader) in planning, organization and conduct of events/activities with respect to the administrative and logistical requirements (coordination of meeting dates, making service requests, preparation of meeting venues, registration of participants, following up on catering services etc.)
• Responsible for all asset/Inventory management on the Onsite system
• Preparing and attending meetings – internal and with project partners - and supporting follow-on actions that have been agreed upon, drafting of agendas, minutes of meetings
• Taking notes during meetings and other activities (as required) and producing minutes/reports
• Drafting letters and support administrative correspondences - manage incoming and outgoing correspondence (post, fax, email)
• Ensures that visitors to the office are comfortable at the SKYE office
• Conducting background research and supporting the development of concept documents for specific events/activities/processes
• Editing and proofreading of documentation
• Documentation (narrative, photo etc.) and knowledge management of processes/activities as well as ensuring all documents are consistently stored on the server
• Supporting logistics for staff travels as well as travels for consultants and other experts working for the project
• Supports SKYE internal consultants when requesting logistics and other activities
• Manage driver logbooks and check fuel consumption
• Maintain and periodically update vendors/ local consultants’ database
• Maintain and periodically update international experts’ database
• Be the focal person for the office property managers
• Manages the property by organizing maintenance and repairs
• Performing other duties and tasks as may be directed.

Knowledge Management:

• Creating, addressing, and sharing files with important contact addresses and maintaining them.
• Helping to create and maintain a filing system for the office or project, treating information confidentially, specifically in the areas of personnel and finance.
• Supports ensuring that the visibility and communication requirements are in line with regulations

Procurement of Goods and Services:

• Support with delegated procurement in accordance with GIZ regulations, procures goods and services locally, and processes invitations to tender and subsequent orders.
• Supporting procurement of office materials and other items necessary for the successful operationalization of the new project
• Monitors the markets for goods and services.
• Accepts goods and ensures that the receipt and delivery note is documented, and goods received are checked appropriately.

Required Qualifications, Competencies and Experience
Qualifications:

• Office Administration Certificate (Chamber of Commerce and Industry, Delegation of German Industry and Commerce in Nigeria ACCI) or a Degree in Business Administration, Social Sciences, Finance or a related field of study

Professional Experience:

• At least 3 years of relevant work experience after the first degree
• Good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. full proficiency in MS Office applications: MS Word, Excel, PowerPoint)
• Knowledge of administrative, procurement procedures and systems, managing files and records, and other office procedures
• Excellent communication skills
• English language proficiency (written and oral)
• Detail-oriented and ability to work under minimal supervision and to show initiative and resourcefulness
• Ability to work well and cooperatively within a diverse (culturally, ethnically) work community
• We are looking for a good team player who is willing to take on responsibility.
• We expect a confidential and trustful handling of data and information.

Other knowledge and Aadditional Competencies:

• Work experience in a similar position within an international organization.
• Web-Publishing, public relations, professional use of social media experience. 

Remuneration
According to GIZ salary scale for Band 2.