Administrative Specialist

The “Technical and Vocational Education and Training Cluster” in Jordan is seeking an “Administrative Specialist” – for full-time base employment as per the Below job profile.

Qualifications and specialist knowledge

• BA in business administration or related field.      
• At least 7 years of professional experiences in a comparable position.      
• Profound experience in preparation of purchase orders, services contracts, and invoices follow-up.      
• Experience in administration works in similar field/other development organizations      
• Excellent communication and cooperation skills.      
• Very good knowledge of ICT technology (related software, internet, MS-Office.
• Language skills: Fluent spoken and written English skills, Arabic and German language is a plus.

Main activities

• Process all procurement of goods up to 5,000 Euro, including tendering process, goods acceptance process and documentation, and safe transportation to the delivery location.      
• Process all procurement of services up to 8,000 Euro .      
• Focal point for all procurement of goods and services above the project delegation to be processed by country office.      
• Monitoring and developing tools for all running and planned procurement to be reported to AV and Finance Manager on monthly basis.

• Process all event management aspects such venue, logistic, and catering.
• Process all travel claims in coordination with the country office.
• Checking and monitoring of car logs and files.
• Handling projects inventory record on time and according to GIZ-regulations (e.g., updating onsite software, labeling, and inventory file correspondence).
• Handling all handing over processes and collecting all signature needed on GIZ templates.
• Maintained hard and soft copies for Procurement E File, Services B File, and preparing them according to GIZ internal control standards.
• Coordinate all logistical aspects including the supervision/guidance of logistic assistants such as support daily tasks, checking attendance, and registering leave. ​

Core tasks

In your role as an administrative specialist, you work on all job orders within your remit. You are the main contact for advising managers and other staff members on issues. You ensure that the commercial, organizational and administrative tasks are dealt with correctly and on schedule, in line with the specified objectives, and with due regard for the legal, contractual, and internal requirements and procedures.

You clearly communicate the relevant requirements, conditions, and restrictions in terms of your capacity to act. You deal with specialist matters associated with the processing of offers and commissions, finance, cost monitoring, I,T and HR, and perform all the related organizational and administrative tasks.

In consultation with your team colleagues and line manager, you also coordinate all issues within your area of work and ensure that they are dealt with promptly and competently. You resolve problems that arise in your area of responsibility on the basis of existing rules and draw attention to more complex challenges in your team.

You ensure seamless cooperation between all internal and external stakeholders involved in your area of responsibility and in ensuring the flow of information. You independently refer matters to other units as required and ensure that all processes run smoothly.

In consultation with your line manager, under your role you may assume management responsibility for staff members in band 1, with due regard for P+R and GIZ’s applicable HR policies, instruments, and procedures.

You are involved in ongoing development processes within your remit, are responsible for knowledge management and prepare and share documentation.

You perform the tasks assigned to you by your line manager, where required.

Interested candidates are kindly requested to submit their application/motivation letter and CV maximum by 25.01.2023.

Emanating from GIZ’s role in enhancing and promoting the efficiency and competency of its political partners and entities and their respective employees, and in view of GIZ’s aim at maintaining and encouraging the stability of employment at its political partners and entities, this position will not be available to any official employee currently working at any of GIZ’s political partners, governmental ministry, department or entity, including any official employees who are on unpaid leave.

GIZ Jordan is applying the defense order no.35, which indicates that all employees should receive two shots of a COVID-19 vaccine and this is shall not apply to those who have not received the Covid-19 vaccine due to medical reasons pursuant to a decision by the Minister of Health or their nominee and those shall present a negative PCR test valid for 72 hours.

GIZ is committed to gender balance and diversity without distinction as to race, gender, or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as scope of responsibility for the job announced and in line with local standards.

GIZ would like to increase the proportion of employees with disability. Applications from persons with disabilities are most welcome.

GIZ will send feedback only to the candidates that are shortlisted and interviewed.

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