Office manager (part time position)

İşin təsviri

Office manager (part time position)

Reports to: Head of Finance and Administration

General note

The disciplinary superior of the office manager is the Head of Finance and Administration while the technical supervision is effected by the Country Director.

A. Responsibilities

The office manager is responsible for

 ensuring that the secretariat runs smoothly
 good communication flow, particularly with the country director.
 daily operational performance of all administrative tasks for the country director and the entire office.
 filing documents in reference files or in DMS in line with GIZ’s filing rules.
 liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors.
 maintaining a helpful attitude to customers, ensuring that the office creates a professional impression.
 dealing with phone calls related to GIZ, ensuring incoming and outgoing calls are efficient and uninterrupted.
 implementing following up and on the green office activities of the GIZ Country office.

B. Tasks

1. Secretariat work and services

The office manager

 organises and coordinates the country director’s schedule
 reminds, updates and notifies the country director of daily appointments
 prepares and organises information materials for the country director and/or meetings
 answers, reviews, forwards and / or takes calls
 welcomes visitors in a friendly manner and serves them with beverages
 interprets and translates as required
 manages incoming and outgoing correspondence (post, fax, email) of the GIZ office and prioritises and organises it
 replies and looks after correspondence
 photocopies and scans documents as needed
 participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
 supports seconded staff in obtaining visa and migration cards.

2. Office coordination, office management and general coordination

The office manager

 coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office
 coordinates and organises rooms for meetings
 coordinates equipment etc. required for meetings with the responsible person

3. Administration

The office manager

 assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas related to personnel and finance
 updates the filing system daily with incoming and outgoing correspondence

4. Other duties/additional tasks

The office manager

 performs other duties and tasks at the request of management
 assures the corporate design rules implementation for the GIZ Azerbaijan in coordination with the responsible in Georgia
 assures the improvement of the “green office” approach of GIZ Azerbaijan
 supports the Security Team in updating relevant materials

C. Required qualifications, competences and experience

Qualifications

 university degree in office management/administration or similar area

Professional experience

 at least 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 knowledge of the European language widely used in the country, ideally a knowledge of German
 good management and organisational skills
 willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Qualified candidates are kindly asked to send their applications and motivation letters by e-mail to: [email protected]

Please indicate the name of the position (Office Manager) you are applying for in the subject line of the email.

Application deadline: 17.05.2020

Please be advised that only shortlisted candidates will be invited to the further stages of the recruitment process.

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