Работа и карьера

ТИП ПОЛНОМОЧИЙ : 

Full-time

ОПИСАНИЕ ДОЛЖНОСТИ : 

GIZ Armenia Country Office is seeking for an HR & Office Assistant. The GIZ Armenia Country Office is responsible for the service provision to all projects implemented by GIZ in Armenia. The HR & Office Assistant will be in a very responsible position provide full reception, secretarial and administrative support to all engagements of the GIZ Armenia Country Office as may be required for the effective and efficient operation. In addition, the HR & Office Assistant supports the HR Specialist in performing tasks, e.g. view and assess HR documents, including applications, update personnel data electronically and on paper, prepare documents and handle HR-related service queries. The documentation and archiving of HR documents also form part of the remit. The HR & Office Assistant will also support Security Risk Management related tasks and services as well as PR/Communications work. This includes but may not be limited to the following:

ОБЯЗАННОСТИ : 

- Perform specified commercial, organisational and administrative tasks for legal, contractual and internal requirements and procedures;
- Deal independently with specialist matters associated with HR and perform all the related organisational and administrative tasks;
- Maintain appropriate internal and external communication;
- Respond to enquiries;
- Provide general information based on established processes and with due regard for compliance rules;
- Provide information and advice on internal workflows;
- Provided support for knowledge management and ongoing process development;
- Prepare and share documentation;
- Ensure proper and timely workflow between GIZ and external service provider;
- Provide general assistance with event management and organisation of activities (such as meetings, workshops, incl. invitation management, etc);
- 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;
- Support the general maintenance of the GIZ knowledge management systems in Armenia;
- Organize the network and contacts management with partner and stakeholders;
- Ensure and continuously improve the smooth implementation of office management processes within the Country Directors Secretariat.

Tasks
Assistance in HR
- Support and assist all related HR processes;
- Manage the relevant HR filing system in line with GIZ rules and regulations as well as RA legislation;
- Support and assist GIZ onboarding processes;
- Support and conduct information sessions both offline and virtual;
- Arrange and maintain proper information, onboarding and guiding system for all staff in GIZ Armenia;
- Support and assist the medical insurance documentation (checking, updating the general lists in different formats, new insurance and cancelation requests, invoicing, payments);
- Support and assist preparation of HR-related documentation;
-Support and assist the recruitment process in GIZ Armenia;
- Serve as a focal person and guide in GIZ Armenia for expatriates and their families to ensure their registration and comfortable stay.

Secretariat Work and Services
- Organise and coordinate appointments, ensure the smooth implementation as well as flexible adaptation when needed;
- Organise and coordinate the Country Directors schedules and the team schedule incl. visitors as well as ensure updates of the respective calendar; oversee, coordinate, and communicate agendas and timetables concerning GIZ Armenia events, meetings, etc.;
- Organise and support different internal communication channels (online and offline);
- Manage the filing system in line with GIZ filing rules;
- Maintain and update regularly a system for upcoming meetings, missions and events;
- Ensure suitable premises and locations for events including necessary equipment and facilities;
- Ensure an efficient flow of information and effective communication within the GIZ Country Office and GIZ-implemented projects as well as external partners;
- Manage incoming and outgoing correspondence;
- Prepare, maintain and organise supporting documents and materials as required;
- Assist with the organisation and the administration of events, seminars, visiting delegation, workshops and meetings held within and/or outside the office location;
- Participate in internal and external meetings, workshops, and events and assists with design, documentation and reporting, e.g. coordination, power point presentations, writing minutes, moderation;
- Photocopy and scan documents as needed.

Assistance in Security Risk Management related tasks and services as well as IT, PR/Communication and Knowledge Management
- Support and coordination for events and delegations where needed;
- Support and assist Security Risk Management related tasks, e.g. data entries, preparation of lists and documents as well as communication tasks in case of relevant exercises, trainings, drills, and emergencies;
- And services as well as PR/Communication Processes;
- Initiate, conduct and document market research;
- Responsible for the multiplier for digital applications and IT hacks among all GIZ Armenia staff.

General tasks / additional tasks
- Treat all information confidentially, particularly staff and financial information;
- Support in-house events (online and offline) – prepare venue and equipment & catering, receive participants, responsible for participant’s lists, take photos and minutes, re-arrange venue;
- Written and oral translations;
- Perform other duties and tasks as assigned.

ТРЕБУЕМАЯ КВАЛИФИКАЦИЯ : 

- Graduate degree in a relevant subject (equivalent to a bachelor’s or master’s degree) or equivalent in terms of experience and/or training;
- Preferably at least 2 years’ professional experience in a comparable position, ideally in an international organisation.

Required skills:
- Strong capacities and willingness for teamwork, communication and collaboration;
- Outstanding interpersonal skills and ability to network, liaise and cooperate with other members of the team; across hierarchies, across units within GIZ Armenia and GIZ globally;
- Strong and keen customer and service-oriented attitude; trustworthy, reliable, open, responsible person;
- 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, Power Point, MS Teams, OneNote); SAP knowledge is an asset;
- Openness and willingness to upskill and reskill as required by the tasks to be performed. Corresponding measures are agreed with management;
- Excellent command of Armenian and English, written and oral is mandatory, ideally German language skills;
- Outstanding management as well as organisational experience and skills;
- Highly independent workstyle;
- Affection for working in challenging and complex environments;
- High degree of self-organization, critical thinking and priority-setting;
- High level of work ethics and confidence;
- Systematic work approach;
- Strong sense of responsibility and enthusiasm to develop and continuously improve.

ПРОЦЕДУРА ПОДАЧИ ЗАЯВОК : 

Interested candidates should send a brief Motivation Letter, a complete CV highlighting relevant experience and education, copies of all relevant educational reports and employers' references (if available) to: HR-GIZ-Armenia@giz.de indicating the vacancy title “Office Manager” in the subject line. 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, 59, Hanrapetutyan Str., Yerevan. GIZ would like to increase the proportion of employees with disability. Applications from persons with disabilities are most welcome. Only short-listed candidates will be contacted.

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ЗАРПЛАТА : 

Negotiable