Junior Administrative Specialist
The “Support to the Rule of Law in Jordan Project in Jordan is seeking a “Junior Administrative Specialist”- for full-time base employment as per the below job profile.
Qualifications and specialist knowledge
- University degree in office management, finance, public administration, or similar area
- At least 3 years’ professional experience in a comparable position.
- Good working knowledge of ITC technologies (email, MSTeam) and computer applications (e.g. MS Office).
- Excellent command and editing skills in both English and Arabic; knowledge of German is an asset.
Main activities
- Smooth functioning management of financial administration of the Rule of Law project, including communication with national and international STEs, preparation of contracts, timesheets, handling invoices.
- Responsible for filing documents in DMS in line with GIZ’s filing rules.
- Preparing and verifying vouchers in line with GIZ and client’s standard procedures and systems.
- Managing procurement of goods and services in accordance with GIZ rules and regulation.
- Monitoring car log book
- Managing the inventory system using GIZ programs and systems.
- Logistical organisation of events, workshops, and seminars, including hotels, transportation, catering companies and so forth.
- General office management and assisting the team leader in her administrative tasks.
- Monitoring and evaluation of project progress using GIZ RBM system.
Core tasks
In your role you deal with the commercial, organisational and administrative tasks assigned to you after prior consultation with your line manager. You also respond promptly and competently to matters that fall within your assigned thematic area, where applicable in consultation with experienced specialists, and following consultation remain available to answer further enquiries. You also respond promptly and competently to matters that fall within your assigned thematic area, where applicable in consultation with experienced specialists, and following consultation remain available to answer further enquiries.
You clearly communicate the relevant requirements, conditions and restrictions in terms of your capacity to act with due regard for compliance rules and P+R. You deal with the matters and job orders assigned to you with due regard for all the legal, contractual, socio-political and corporate policy requirements and the instructions of your line manager and follow up the processing and completion of those tasks.
Working with experienced specialists, 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 deal independently with specialist matters associated with the processing of offers and commissions, finance, monitoring costs, IT and HR and perform all the related organisational and administrative tasks.
You assist in ensuring seamless cooperation between internal and external stakeholders involved in the 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 addition, you deal with all associated matters in your thematic area promptly and competently.
You provide support for knowledge management and ongoing process development in your area of responsibility. You also 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 30.07.2023.
Please ensure that you upload your cover letter when submitting your application. Applications without a cover letter will not be taken into consideration for the position. It is mandatory to include a cover letter.
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 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 qualifications, experience, as well as the 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.
