Job Description

Vacancy Announcement for GIZ Yemen / Stabilizing Local Administration and Service Delivery in Yemen (SLSD) - (PN.2023.9023.5-001.00).

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 Specialist
• End of Contract: 30.06.2025
• Post Location: Aden but could be changed to any other duty station according to the instructions of the employer in the future.

Responsibilities

The administrative specialist is responsible for

• providing administrative services for the project 
• meeting the administrative needs of the office independently, with a minimum of intervention
• ensuring that financial and administrative regulations are complied with
• managing project assets and updates the inventory regularly
• 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 Specialist

• ensures that information is exchanged between project staff, partners, and other institutions
• accompanies the project manager/coordinator or other team members to meetings if necessary 
• prepares and organises internal meetings and taking minutes 
• is responsible for 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
• is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
• manages confidential files, specifically in the areas of personnel and finance.
• interprets and translates as required.
• ensures creation and /or regular updating of a list of contacts and addresses (telephone, fax, e-mail).
• participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes.
• helps prepare programme budget planning
• helps monitor expenses in accordance with the budget
• manages and monitors the monthly accounting and financial plans
• is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers 
• checks travel expense statements of staff for approval by the superior
• initials cash withdrawals for various projects 
• carries out spot checks of the cash and bank book
• checks requests for funds before release
• checks project accounting
• 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 
• 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 3 years’ professional experience in a comparable position
• excellent working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• 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.