Administrative Assistant at the 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

Vacancy No: 074
Location: Benin, Edo
Employment Type: Full-time

Background

• 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
Zentrum für Migration und Entwicklung (ZME):

• The global programme Zentrum für Migration und Entwicklung (ZME), commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ), has the objective that partner structures are equipped to assist specific target groups on a sustainable basis with regular labour and educational migration, voluntary return, sustainable reintegration and regional migration.
• ZME is a follow up programme to the Programme Migration for Development (PME).
• In close partnership with the Nigerian Federal Ministry of Labour and Employment (FMLE), precisely the Migrant Resource Centers Vacancy Announcement_049 (MRC), PME had established a structure for employment promotion, migration and reintegration advice namely, the Nigerian-German Center for Jobs, Migration and Reintegration (NGC).
• The NGC provides individual counseling services and advice on prospects for both returning and potential migrants in Nigeria, economic (re-) integration support, information on vocational and educational perspectives and employment opportunities including entrepreneurship and self-employment.
• In the context of ZME, the NGC strengthens the capacity of partner structures (FMLE) to provide target group-specific services for regular and safe labour and educational migration, regional migration and reintegration.
• On the one hand, this includes strengthening the capacity of FMLE for effective management of safe, orderly and regular regional migration.
• On the other hand, it strives for the alignment of advisory input and procedures for safe, orderly and regular training and labour migration with the needs of Nigeria and the countries of destination.
• It also ensures the provision of support services that are gender and target group-specific to the FMLE, as well as ensuring that the special needs of returning migrants are met.

Responsibilities
The Administrative Assistant is responsible for:

• Providing administrative services for the ZME programme
• Ensures the financial and administrative task are complied with for the programme
• Travels and inventory task are updated
• Works closely with the Admin/Finance managers and officers of the project
• Meeting the administrative needs of the project and completing task with a high degree of independence
• Ensures relevant admin process are done in due time • Managing the cash box at the office in Benin.

Tasks:
Coordination:

• Helps in the planning of activities with the programme
• Ensures preparations and coordination with partners during meetings and workshops
• Makes sure task are done within deadlines • Supporting in organizing events for the centre
• Ensures creation and/or regular updating of a list of contacts and addresses (telephone, fax, email)
• Runs errands, e.g. delivering and collecting documents.

Travel Management, Inventory and Logistics Functions:

• Assisting the team in preparing monthly travel and Logistics supports 
• Makes travel arrangements for the project team including travel, hotel bookings, requesting advances
• Tracking all duty trips for the programme with travel management support in coordination with the Finance Officer/ Managers
• Maintains record of travel claims
• Ensuring all asset are properlly labelled and assigned inventory Number
• Ensuring all asset have customs report and are up to date
• Coordinating the logistics support of the office with external clients and courier services.

Administration:

• Is responsible for organising administrative and logistical aspects of programme activities (meetings, workshops etc.)
• Coordinates with the GIZ office on the mode of service delivery
• Support in the Procurements of good and services for the Project
• Ensure fuel and diesel consumption report is done on a monthly basis
• Follows up information flow and deadlines, prepares notification letters, archiving, agendas for meetings
• Ensures stationaries stock are taken at regular intervals and report short falls to the Admin & Finance Manager
• Ensures that computers and software function properly
• Maintains inventory for the programme
• Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
• Is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
• Manages confidential files, specifically in the area of administrative task
• Support in making Photocopies of documents as required.
• Support in scanning relevant documents as required

Other Duties / Additional Tasks:

• The Administrative Assistant performs other duties and tasks at the request of management / Team Leader of the programme.

Required Qualifications, Competences, and Experience
Qualifications:

• A degree (B.Sc.) in Accounting, Finance, Business Administration or a related field of study Professional experience
• At least 1year professional experience in a comparable position
• GIZ experience is an added advantage

Other Knowledge, Additional Competences:

• Good working knowledge of ICT tools (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Good working ethics
• Very good knowledge of the language widely used in the country, ideally a knowledge of German Language is an advantage
• In-depth understanding of administrative processes
• A good knowledge of MS Word
• Basic experience of management and administration
• 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
19th July, 2024.