Secretary & Receptionist
Job by Deutsche Gesel
lschaft für Internationale Zusammenarbeit (GIZ) GmbH
(Job Id: 152561 | 84 Views)
Posted
04
Dec
Category:Admin, Secretarial and Clerical
Location:
Career Level:Mid Level ( 2+ - 5 years experience)
Employment Type:Full time
Salary:
Job Description
Secretary & Receptionist
GIZ- Internal/External Vacancy Announcement #157/2017
GIZ-SURED
As
an international cooperation enterprise for sustainable development
with worldwide operations, the federally owned Deutsche Gesellschaft für
Internationale Zusammenarbeit (GIZ) GmbH supports the German Government
in achieving its development policy objectives. GIZ promotes reforms
and change processes. In Ethiopia, GIZ has been working for more than 50
years in bilateral cooperation on behalf of the German Federal Ministry
for Economic Cooperation and Development (BMZ) and on commission of the
Ethiopian government and international donors.The Sustainable Land Management Program (SLMP) is one of the Flagship programs of the Ministry of Agriculture and Natural Resources of the Ethiopian government. It has been designed under the long-term (2009-2023) Ethiopia Strategic Investment Framework for Sustainable Land Management (ESIF) and the Agricultural Sector Policy and Investment Framework (PIF). Both are designed to strengthen domestic and foreign support as well as planning of investments that contribute to Ethiopia’s agricultural growth and development agenda for addressing issues related to the existing challenges related to land and water resources.
GIZ has been supporting the implementation of SLMP since 2008 in different forms in Amhara, Oromia and Tigray regions. Starting from 2015, GIZ SLM has increased its geographical coverage and included three additional regions, Benishangul-Gumuz, Gambella and Southern Nations Nationalities Peoples’ Region.
GIZ-SURED (Sustainable Use of Resources for Economic Development 2018–2020) will be focusing on the economic development and sustainable utilization of rehabilitated areas. Against this background, GIZ Ethiopia is looking to recruit a Secretary & Receptionist for GIZ-SURED as specified:
Position: Secretary & Receptionist
Remuneration: As per the GIZ scale
Place of Work: Addis Ababa
Responsibilities:· Liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, welcoming visitors and maintaining a high standard of professionalism in the reception area.
· Ensuring efficient standard correspondence and communication (letters, calls, response to invitations).
· Performing reception and secretariat services on a daily basis.
· Filing and overseeing documents in reference files or in DMS in line with GIZ’s filing rules.
· Assisting the program team in administrative tasks (e.g. procuring tickets).
Tasks:
· Develop, organize and update a standard reply system of letters, mails, etc.
· Develop and use independently a follow up and hold files system.
· Create and/or regular update a list of contacts and addresses (telephone, fax, email).
· Sort, classify and distribute incoming correspondence (email, letters and other official documents).
· Be responsible for distributing and accepting documents and packages to/from the post office, government institutions, embassies etc.
· Photocopy, scan and file documents as needed.
· Report damages of office premises and equipment immediately.
· Assist in the logistical management of the meeting rooms and set up of meeting rooms when needed, check the stock of workshop and moderation material all the time.
· Register, document and organise incoming and outgoing correspondence (letters emails, packages and personally delivered messages).
· Support and arrange training for staff members.
· Support and facilitate the completion of regular reports.
· Audio and copy type.
· Use a variety of software packages (including WORD, Visio, Excel, Access and PowerPoint) to manage data and produce documents and presentations.
· Order and maintain stationery and equipment.
· Organise travel and accommodation for staff and other external contacts.
· Undertake receptionist duties.
· Manage the daily/weekly/monthly agenda and arrange new meetings and appointments of major units of the programme.
· Performs other duties and tasks at the request of management.
Competences:
· Good working knowledge of ITC technologies (phone, fax, email, internet)
· Verifiable skills using packages such as MS Office applications (i.e. Outlook, Word, PowerPoint).
· Ability to draft official letters in a speedy and correct way (words /minute).
· Proven knowledge of English and Amharic language, written and spoken.
· Trustworthiness and ability to maintaining strict confidentiality and observing data protection and associated guidelines where appropriate.
· Ability to organize and prioritize several tasks at the same time working in a dynamic environment.
· Ability to work independently, unsupervised and as part of a multicultural and international team.
· Appropriate appearance and attire.
Job Requirements
Qualifications and Experience:
· Diploma or similar qualification from a recognized clerical college.
· Minimum of 5 years professional experience, of which 3 years preferably in GIZ.
· Diploma or similar qualification from a recognized clerical college.
· Minimum of 5 years professional experience, of which 3 years preferably in GIZ.
How to Apply
Application procedure:Interested and qualified candidates shall submit their application letter along with their non-returnable recent CV (max. 3 Pages) with Letter of motivation (max. 1 Pages) via Ethiojobs or to the following address:
Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
P.O. Box: 100009
Addis Ababa, Ethiopia
OR
Fax: 011 554 0764
Note:The name of the position for which the application is made should be clearly marked on the envelope or on the fax application with the position title. Only short listed candidates will be contacted
Applications from qualified women are encouraged.
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