Jobs and Careers

JOB DESCRIPTION: 

GIZ is looking for a Project Assistant for the EU4Business Project "Innovative Tourism and Technology Development". The Project will be implemented within the framework of ’"Private Sector Development and Technical Vocational Education and Training South Caucasus" programme committed by the German Federal Ministry for Economic Cooperation and Development (BMZ).

RESPONSIBILITIES: 

The Project Assistant is responsible for the following:
- Provide general assistance with event management and organisation of project activities (such as meetings, workshops, etc. including invitations);
- Prepare visitor programmes, drawing up travel schedules, organising transport of visitors and hotel and ticket reservations;
- Manage incoming and outgoing correspondence;
- Provide receptionist services as required;
- Maintain a general database for all Project activities and partners;
- Link with GIZ Country Office's Security and Risk Management Advisor (GIZ CO SRMA).

Secretariat Work and Services
-Organise and coordinate secretariat work and administrative services of all Project affairs;
- Manage the filing system in line with GIZ filing rules;
- Ensure an efficient flow of information and effective communication within ITTD Project components, other GIZ projects, GIZ office, and external partners;
- Assist management and Project staff with procurement including surveys and observation;
- Manage incoming and outgoing correspondence (mail, fax, e-mail) and organise it;
- Prepare, maintain and organise supporting documents and materials as assigned by the management and project staff;
- Assist with the organisation and the administration of events, seminars, workshops and meetings held within and/or outside the Project's premise;
- Assist with matters pertaining to procurement and contracting according to GIZ policies and standards including data evaluation;
- Maintain a general database management of Project activities, partners, and stakeholders;
- Responsible for travel management and preparation of trips and visits, including supporting staff, partners, and visitors with their travel arrangements (e.g. hotel bookings, transport, ticket reservations, etc.) according to GIZ policies and standards;
- Participate in internal and external meetings, workshops, and events and assist with documentation and reporting, e.g. power point presentations and writing minutes;
- Link with GIZ Country Office's Security and Risk Management Advisor (GIZ CO SRMA) i.e. information about latest security advice to the team, notification of external visitors and provision of travel clearances for overland travels;
- Photocopy and scan documents as needed.

Office Coordination, Office Management and General Coordination
- Maintain and update regularly a list of upcoming meetings, missions and events;
- Maintain and regularly update the inventory list, check and report damage/ defects in office furnishings and equipment to management and support with organising and following up on maintenance and repairs;
- Organise transport for staff and visitors.

Administration including Assistance in Accounting and Finance, and Knowledge Management
- Organise and coordinate the team leaders' schedules and the team schedule, including visitors as well as ensure updates of the team calendar (including vacation and business trip calendar);
- Reminde, update and notify the team leaders of daily appointments;
- Maintain the contact database of all Project partners;
- Maintain the electronic and physical filing system for the Project; treat all Project information confidentially, in particular staff and financial information;
- Prepare money transfers and/ or other bank documents and check these before execution;
- Responsible for general administrative aspects for financial management, e.g. preparation of receipts / vouchers, cash book, bank withdrawals and direct debit orders, money ordering, payment preparation, support in payment and expenditure monitoring;
- Support contract preparation;
- Initiate, conduct and document market research related to the procurement of products and small services.

General Tasks
- Support in-house events: prepare venue and equipment and catering, receive participants, be responsible for participant' lists, take photos and minutes, re-arrange venue;
- Communicate with service providers e.g. for catering, office supplies and maintenance, as well as landlord and GIZ structure;
- Maintain proper working conditions of all technical equipment and coordinates external IT support.

Other Duties/ Additional Tasks
- Perform other duties and tasks as assigned by management.

REQUIRED QUALIFICATIONS: 

Education
- Graduate degree in a relevant subject (equivalent to a bachelor's or master's degree); bookkeeping / finance trainings.

Professional Experience
- At least 2 years of professional experience in a comparable position, preferably in an international organisation.

Other Knowledge, Additional Competences
- Excellent working knowledge in ITC (related software, phone, e-mail and Internet, social media) and computer applications, such as MS Office (in particular Word and Excel); SAP knowledge is an asset;
- Very good command of Armenian and English languages, written and oral; German language skills are an asset;
- Excellent management and organisational experience and skills;
- Affection for working with figures and intuitive understanding for figures and data;
- Strong and keen customer and service-oriented attitude; trustworthy, reliable, responsible person;
- Strong capacities for teamwork and communication;
- Willingness to upskill as required by the tasks to be performed. Corresponding measures are agreed with management.

APPLICATION PROCEDURES: 

Interested candidates should send a brief motivation letter, a complete CV highlighting relevant professional experience and education and employers' references to: **************@***.** , indicating the vacancy title ("Project Assistant, Logistics and Security") in the subject line of the email. If the automatic response "Thank you for your email. It has been received by the GIZ Office Armenia" is not received by email, the documents should be sent to: GIZ Country Office, Reception, 4/ 1 Baghramyan Str., Yerevan. Only short-listed candidates will be contacted.

Please clearly mention in your application letter that you learned of this announcement through Career Center and mention the URL of its website - www.careercenter.am. Thanks.

REMUNERATION/ SALARY: 

Negotiable

ABOUT: 

For more information on GIZ, please visit: www.giz.de.