Administrative Assistants at GIZ Nigeria

The Project

• GIZ Country offices are the central element of GIZ’s field structure.
• They ensure consistent overall representation of the company and its successful positioning as a service provider in the international cooperation market.
• They are headed by a country director. The country directors represent GIZ as a whole in the country or countries they service.
• The country director is responsible for shaping the GIZ country portfolio and assuring its quality, and in particular ensures that GIZ activities in all business sectors are coherent.
• The country directors generally have management responsibility for the officers responsible for commissions in the public-benefit TC measures in their area. The GIZ Offices provide human resources and commercial support services for programmes and projects in their areas.
• These services must be contracted as set out individually in the respective processes and rules sections.
• Furthermore, the GIZ Offices perform internal audits of the project administrations in the public-benefit sector, and by agreement for International Services projects and offices too.

Responsibilities

• The Administrative assistant (travel and logistics) is responsible for • ensuring that tasks are carried out smoothly within the assigned area of responsibility.
• Organising and coordinating all work stages
• Performing all daily duties in the assigned area of responsibility • liaising with customers in a service-oriented manner on behalf of the country office
• Maintaining a helpful attitude to customers, ensuring that the office creates a professional impression.
• Communicating efficiently with offices with which regular contact is maintained.

Tasks:
The Administrative Assistant (Travel and Logistics) performs the following tasks:
Services for GIZ staff:
Outbound travel:

• The Administrative assistant (travel and logistics)
• Oversees all outward visa procedure.
• Prepare travel health insurance for GIZ Staff and partners upon request.

(Working) requirements relating to accommodation:

• Maintains and updates a database of corporate rates negotiated with recommended Hotels in Nigeria.
• Updates a register of estate agents and collects information about satisfaction with the services provided.
• Recommends estate agents, support in the preparation and signing of rental agreements for both office rent as well as private residential agreement for international staff.
• Support hotel booking/ registration upon request.

Registration and other documents:

• The Administrative assistant (travel and logistics) support international staff and their family members as well as GIZ drivers in obtaining Nigerian Driver’s license and National Identity Numbers

Departure, outbound travel:

• Provide answer to any inquiry GIZ staff may have regarding their outbound travel, in accordance with the services provided by the GIZ office.

Short-term experts and other visitors:
The Administrative assistant (travel and logistics):

• Provides information for experts and visitors, informs them about the status of their agreements e.g. changes in schedules and other plans, transport services etc.
• Arranges accommodation for arriving visitors, short-term and long-term experts, upon request.
• Assists short-term experts with logistical problems (e.g. transport services) during their assignment.

General tasks Support for (official) travel - Air ticket:

The Administrative assistant (travel and logistics):

• Procures tickets for domestic and international travel upon request via the GIZ office travel agent.
• Reserves hotels/rent cars upon request etc.
• Organises visas and other necessary permits and documents upon request.
• Jointly prepare travel agnet invoices and support in general receivable settlement.

Event management:

The Administrative assistant (travel and logistics):

• Organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events upon request.
• Arrange event for visitors, such as site seeing upon request and approval of the management transport etc.)

Administration:

The Administrative assistant (travel and logistics):

• Organises and files documents in reference files or in DMS in line with GIZ’s filing rules.
• Arrange in conjunction with responsible colleague, drivers for scheduled visitors and experts drop off and pick up.
• Monitor vehicle logbook and prepared monthly fuel consumption sheet for the approval of Head of Finance/Administration.
• Calculates private mileage and invoice the passenger for cost reimbursement to GIZ.
• Preparation of invoices and invoice template.
• Support smooth management of official telephone lines: procurement of official sim cards, sim swap as well processing of monthly telephone bills from the telecom service provider.

Other duties/additional tasks:

The Administrative assistant (travel and logistics):

• Photocopies and scans documents as needed. performs other duties and tasks at the request of management.

Required qualifications, Competences and Experience Qualifications

• BSc in Business administration, Economics or related field.

Professional experience:

• At least 1 year experience in a comparable position.

Desired additional qualifications, competencies, and experiences:

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Outstanding management skills
• Outstanding communication skills
• Confidential handling of information on staff and finances
• Very good knowledge of the European language widely used in the country, ideally a knowledge of German
• Willingness to upskill as required by the tasks to be performed - corresponding measures are agreed with management.

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The Project

• GIZ Country offices are the central element of GIZ’s field structure.
• They ensure consistent overall representation of the company and its successful positioning as a service provider in the international cooperation market.
• They are headed by a country director. The country directors represent GIZ as a whole in the country or countries they service.
• The country director is responsible for shaping the GIZ country portfolio and assuring its quality, and in particular ensures that GIZ activities in all business sectors are coherent.
• The country directors generally have management responsibility for the officers responsible for commissions in the public-benefit TC measures in their area. The GIZ Offices provide human resources and commercial support services for programmes and projects in their areas.
• These services must be contracted as set out individually in the respective processes and rules sections.
• Furthermore, the GIZ Offices perform internal audits of the project administrations in the public-benefit sector, and by agreement for International Services projects and offices too.

Responsibilities
The Administrative assistant (procurement and logistics) is responsible for:

• Ensuring that tasks are carried out smoothly within the assigned area of responsibility.
• Organising and coordinating all work stages
• Performing all daily duties in the assigned area of responsibility
• Liaising with customers in a service-oriented manner on behalf of the country office
• Maintaining a helpful attitude to customers, ensuring that the office creates a professional impression.
• Communicating efficiently with offices with which regular contact is maintained.
• Coordinating effectively with colleagues in the administration division and with the procurement officers at Head Office.

Tasks:
The Administrative assistant (procurement and logistics) performs the following tasks:
Administrative Activities:

• The Administrative assistant (Procurement and logistics)
• Opening and recording the relevant bids that GIZ received in compliance with the rules, regulations, and requirements for the procurement process that GIZ has established.
• Monitors the common portal - Every new request submitted via the common portal is monitored and printed every day.
• Organize and update unit correspondence daily.
• Maintain a record or list of the files prior to sending the completed contract and procurement files to the finance and control unit.
• Supporting the filling up of procurement officers according to the GIZ filing system and maintaining the confidentiality of information,
• Make sure the electronic copies of the purchase orders and contracts are accessible via the DMS link and do regular follow-ups.
• Performing other duties and tasks as may be directed.

Coordinating Tasks:
The Administrative assistant (Procurement and logistics):

• Supports the procurement travel and logistics in the GIZ Country Office.
• Ensures that procurement logistics procedures are executed efficiently and that colleagues are kept up to date on the status of their requests.

Other Duties / Additional Tasks:
The Administrative assistant (Procurement and logistics):

• Collaborates with the accounts team in invoice analysis and ensures proper preparation and execution of payment orders.
• Performs other duties and tasks at the request of management.

Required Qualifications, Competences and Experience Qualifications

• BSc in Business Administration, Finance, Accounting, Economics or related fields.

Professional experience:

• At least 1 year experience in a comparable position.

Desired additional qualifications, competencies, and experiences:

• Confidential handling of information
• English language proficiency (written and oral)
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Willingness to upskill as required by the tasks to be performed - corresponding measures are agreed with management.
• Good organisational skills
• A good team player who is willing to take on responsibility.
• Innovative and possessing a positive attitude to change.