Administrative Assistant - Travel and Logistics at Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ)

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH (German Agency for International Cooperation) is an international enterprise owned by the German Federal government, operating in many fields across more than 130 countries. In Nigeria, GIZ's portfolio includes among others, a programme to support the Economic Community of West African States (ECOWAS) in its regional integration goals. The programme aims to strengthen sector-specific capacities in the areas of Peace and Security, Customs and Trade as weir as Strategic Management and Organizational Development in the ECOWAS Commission.

We are recruiting to fill the position below:

Job Title: Administrative Assistant - Travel and Logistics

Vacancy no.: 038
Location: Abuja
Employment Type: Full-time

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. Since 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

• 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.

Salary
According to GIZ salary scale for Band 2.

Application Closing Date
9th May, 2024.