Junior Administrative Officer 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: Junior Administrative Officer

Vacancy No.: 063
Location: Abuja
Organization: GIZ Nigeria, SEDIN (NICOP)

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. From 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:

The “Pro-poor Growth and Promotion of Employment in Nigeria” Program – SEDIN responds to the high un- and underemployment in Nigeria. Acknowledging the central role of micro, small and mediumsized enterprises (MSMEs) in employment creation, SEDIN aims at improving the employment and income situation of MSMEs by improving the business enabling environment, increasing access to financial and business services, enhancing entrepreneurial and management skills, and strengthening MSME in selected value chains (currently cassava, rice, potatoes and low-cost construction).
With the EU-co-financed Nigeria Competitiveness Project (NICOP) additional value chains have been integrated into the SEDIN programme (tomato, chilli, ginger, leather and textiles). Improving access to financial services, particularly loans and investment, is an important part of the integrated value chain promotion approach of NICOP together with the enhancement of the business enabling environment.

Responsibilities and Task
Responsibilities:

The Admin Officer is responsible for:

Ensuring that the secretariat runs smoothly
Ensuring good communication and flow of information within the project and GIZ office
Filing documents in reference files or in DMS in line with GIZ filing rules
Assisting team leader
Assisting the advisors in their administrative tasks (e.g., procuring tickets, organizing events).

Tasks
Secretariat Work and Services:

The Junior Admin Officer performs the following tasks:

Organizes and coordinates team leader’s schedules
Reminds, updates, and notifies the team leader of daily appointments
Answers, reviews, forwards and/or takes calls
Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organizes it
Replies to and looks for correspondence(replies)
Prepares and organizes information materials for meetings
Help prepare visitor programmes, draws up travel schedules, organizes transport of visitors, and makes hotels and ticket reservations
Participates in internal and external team meetings, workshops and assists in documenting these e.g., by writing minutes
Photocopies and scans documents as needed
Supports in planning and organising of office events
Regularly draws up a list of forthcoming meetings and events.

Administration and Knowledge Management:
The Junior Admin Officer:

Creates and address file with important contact addresses and maintains this
Helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance
Updates the filing system daily with incoming and outgoing correspondence.

Communication and Website Management:
The Junior Admin Officer:

Helps research, create, and collate content for project website
Ensure project presentation at communication brainstorming sessions and meetings
Ensures accuracy of information disseminated in materials and on websites
Ensures that visibility and communication requirements are in line with regulations
Other internal and external communication actions performed as required.

Facilities, Logistics and Equipment Management:
The Junior Admin Officer:

Ensures that project equipment are in working order and furniture are in good condition for use
Maintains a schedule for the routine maintenance of equipment and furnishings
Liaises with IT and project facilities manager for more advanced repairs and maintenance
Maintains an inventory of project equipment and furniture
Reports damage/defects in office furnishings and equipment to project management and organizes and follow up on maintenance and repair
Maintains a schedule for movement and maintenance of project vehicles
Ensures project management approval for use of project vehicles
Maintains schedule for project drivers
Ensures adequate transportation for colleagues.

Project Management Tasks:
The Junior Admin Officer:

Coordinates relevant activities at local level in consultation with the pillar head at NICOP as well as in cooperation with the partners, to ensure efficient implementation and organisation of the project
Prepares input for project/programme reports and draws up documents in accordance with project standards on communication and presentation.
Handles contract management where needed including, but not limited to, offer preparation, impact monitoring, project progress review, reporting.

General Tasks
The Junior Admin Officer:

Ensures that visitors (staff, counterparts, project staff or consultants) are comfortable
Organizes and coordinates project support staff and works well with them.

Other Duties / Additional Tasks:
The Admin Officer:

Performs other duties and tasks at the request of management, e.g., assistance in accounting and procurement if qualifications allow.

Required Qualifications, Competences and Experience Qualifications

B.Sc or HND in Secretarial Studies, Business Administration, Social Sciences or other similar related studies.

Professional Experience:

At least 5 years professional experience in a comparable position
Experience with donors and international agencies.

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 upskill as required by the task to be performed – corresponding measures are agreed with management
Have passion for and excellent understanding of the West African, especially Nigerian, entrepreneurship ecosystem
Excellent written and spoken communication skills in English. Additional Nigerian languages would be added advantage
Excellent team spirit and networking capacity
Highly motivated to work in a multicultural environment
Strong organizational competence
Proactive, independent and flexible working style
Willingness to travel to project sites in Nigeria
Strong awareness and passion on gender and other inclusivity considerations.