Project/programme assistant

Giz Alger, Algérie
Postuler
  • Secteur d'activité Services
  • Date d'expiration 28 Juillet
  • Nombre de postes 01 poste ouvert
  • Niveau de poste Débutant / Junior| Confirmé / Expérimenté
  • Niveau d'étude (diplome) Licence (LMD), Bac + 3

A.     Responsibilities

The project/programme assistant is responsible for

  •  ensuring that the secretariat runs smoothly
  •  ensuring good communication and flow of information within the project/programme and with the GIZ office
  • filing documents in reference files or in DMS in line with GIZ’s filing rules
  • assisting the principal advisor in his/her administrative tasks (e.g. procuring tickets)
  • purchasing economically and based on GIZ OuR.
  • effective coordinating with the technical advisors and admin and finance team with all relevant project procurement requests
  • effective coordination with GIZ and partner structures in other countries ▪      other tasks upon instructed by supervisor 

The project/programme assistant performs the following tasks:

B.     Tasks

1.      Secretariat work and services  The project/programme assistant  

  • organises and coordinates appointments for the officer responsible for the contract and cooperation
  • answers, reviews, forwards and/or takes calls  
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  • replies to and looks after correspondence (replies)
  • prepares and organises information materials for the officer responsible for the contract and cooperation and/or meetings
  • helps organise events and document meetings, workshops and seminars within or outside the project  
  • helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations  
  • participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
  • photocopies and scans documents as needed
  • takes notes during meetings

2.      Office coordination, office management and general coordination The project/programme assistant  

  •  regularly draws up a list of forthcoming meetings and events
  • reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
  • communicates with the continental structures of the project    

3.      Administration and knowledge management 

The project/programme assistant  

  • creates an address file with important contact addresses and maintains this
  • helps create and maintain a filing system for the project, including DMS, treats information confidentially, specifically in the areas of personnel and finance
  • updates the filing system daily with incoming and outgoing correspondence
  • purchasing of goods and services in accordance with GIZ standard procedures, such as asking for quotations and preparing documents for an evaluation
  • maintain the inventory list for the project

4.      General tasks

The project/programme assistant  

  •  ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments  
  • organises and coordinates project support staff and works well with them

5.      Other duties/additional tasks The project/programme assistant

  • performs other duties and tasks at the request of management 
  • travel upon request to support project implemented activities in other countries.  

C. Required qualifications, competences and experience

Qualifications

  • secondary school education
  • certificate/diploma or similar qualification from a recognised clerical college 
  •    very good knowledge of English, French and Arabic language.  

 

Professional experience

  •   At least 1-3 years’ professional experience in a comparable position

 

Other knowledge, additional competences

  • good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • good management and organisational skills
  • customer and service-oriented attitude
  • willingness to work in a multicultural, - national environment 
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management  
  • experience in working with law enforcement agencies or international organizations is an asset  

 

 

 

 

 

Project/programme assistant

Giz Alger, Algérie
Postuler

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