Job Description
Vacancy Announcement for GIZ Yemen / Stabilizing Local Administration and Service Delivery in Yemen (SLSD) - (PN. 23.9023.5-001.00).
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development and international education work, with 23,614 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. Our business volume is around 3.3 billion euros. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in around 120 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH has been working in Yemen on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) since 1969. It opened its office in Sana’a in 1983. In order to deliver flexible support at a time of war and insecurity, GIZ operates in Business Continuity Management mode in Yemen. Yemen is one of the nexus and peace partner countries of the German development cooperation. GIZ implements projects in the fields of water and sanitation, health, education, private sector, and employment, as well as good governance, peace, and local administration. At the same time we support measures to rehabilitate basic services for and enhance resilience of the local population, including particularly vulnerable groups such as internally displaced people. Our actions and decisions are guided by several core principles, the safety of our national colleagues as well as their well-being belonging to the most important ones.
With immediate effect the GIZ Office Sana’a invites applications from qualified Yemeni nationals for the following position:
- Position: Administrative Assistant
- End of Contract: 30.06.2025
- Post Locations: Sana’a, Aden, Al-Mukalla, Al-Mahrah and could be changed to any other duty stations according to the instructions of the employer in the future.
Responsibilities
The administrative assistant is responsible for
- providing administrative services for the project
- meeting the administrative needs of the office, with a minimum of intervention
- supports that financial and administrative regulations are complied with
- assists in managing project assets and updates the inventory regularly
- assists in managing project accounts, request for fund, expenditures according to GIZ rules
- ensuring the accounts of direct implementation and of project partners achieved according to the financial rules in GIZ
Main Tasks
The Administrative Assistant:
- accompanies the project manager/coordinator or other team members to meetings if necessary
- ensures that information is exchanged between project staff, partners and other institutions
- prepares and organises internal meetings and taking minutes
- supports in organising administrative and logistical aspects of project activities (meetings, workshops etc.)
- coordinates with the GIZ office on the mode of service delivery
- ensures that computers and software function properly
- monitors the availability of accessories and stocks and requests for the needs to carries out procurement in accordance with guidelines
- ensures proper documentation of inventory
- files documents in reference files or in DMS in line with GIZ’s filing rules
- interprets and translates as required.
- ensures creation and /or regular updating of a list of contacts and addresses (telephone, fax, e-mail).
- ensures the correctness and the completeness of travel claims before submission
- participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes.
- helps monitor expenses in accordance with the budget
- prepares cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
- supports in drafting contracts on project level
- checks documents and invoices from LSC recipient
- checks travel expense statements of staff for approval by the superior
- checks requests for funds before release
- monitors communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc.
- follows up to keeps car records accurate and updated
- Ensure energy efficiency (make sure lights and electronic equipment is switched off (after work);
- Ensures that visitors (guest, counterparts, project staff or consultants) are comfortable
- performs other duties and tasks at the request of management.
Required qualifications, competences, and experience
- university degree in relevant specialisation and qualification in business administration desirable (equivalent of BA)
- At least 1-3 years’ professional experience in a comparable position
- experience with local subsidies and grants is considered a plus
- working in community development or community based stabilization with at least three years of experience working with international organization (or similar) in field operation in a conflict or post-conflict setting is considered a plus
- excellent working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office, MS teams)
- very good knowledge of English and Arabic languages, ideally a knowledge of German
- digital literacy
- broad experience of project management and administration
- valid driving license
- willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
- In- depth understanding of financial planning and accounting.