Office Manager at GIZ Nigeria

Vacancy No. 067

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 (SKYE) Programme:

• The GIZ Programme “Skills for Youth Employment in Nigeria (SKYE)” supports the diversification of the economy in Nigeria through the promotion of demand oriented technical and vocational training and education (TVET). Hereby, the project is focusing mainly on the
• automotive, ICT and other sectors.
• The strategy of the project is to improve the synergy between measures on the demand side for employment (i.e. skilled persons that followed vocational qualification measures, formal and informal TVET and Agricultural-VET (ATVET) measures) with those of the employment supply side (i.e. promotion of a pro-employment environment in the private sector through e.g. job centers, job fairs, short-term training and internship programmes, etc.).
• The purpose is to develop the match-making between the supply and demand of skilled labor force and hence to contribute to the decrease of youth unemployment in the country.

Responsibilities & Tasks

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 Activities:

• 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.)
• 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.
• Drafting letters and support administrative correspondences - manage incoming and outgoing correspondence (post, fax, email)
• Supporting logistics for staff travel as well as travels for consultants and other experts working for the project.
• Receive documents across various locations and process for approval from team leads.
• Supports SKYE internal consultants when requesting logistics and other activities.
• Manage driver logbooks and check fuel consumption.
• Maintain and periodically update vendors/ local consultants’ and international experts’ database.
• Manages the property by organizing maintenance and repairs.
• Ensures that visitors to the office are comfortable at the SKYE office.
• 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.

Procurement of Goods and Services:

• Develop plans to improve employee engagement through regular exchange with colleagues and team lead.
• Conduct periodic training for colleagues on related topics and observed administrative gaps (travels, travel claims and settlements)
• Quarterly update of staff list and mailing list for ease of communications.
• Manage various teams and files on MS Teams and DMS
• Send out birthdays, and other extracurricular information.
• Organize periodic team bonding and team building activities

Required Qualifications, Competences and Experience
Qualifications:

• Bachelor’s Degree in Business Administration, Social Sciences, or a related field of study.

Professional experience:

• Not more than 3 years professional experience after first degree

Other experiences and skills:

• 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 confidential and trustful handling of data and information.