Context

GIZ is looking for a qualified person to fill this position who can work at any duty station

1. Responsibilities

The (junior) administrative and logistics professional is responsible for:

• Organizational and administrative issues related to the implementation of the project’s activities in Nyala
• Filing documents in reference files or the internal file structure in line with GIZ’s regulations
• Liaising with partners on behalf of the project especially with regard to the organization of the project activities, trainings, duty trips of partners to Khartoum
• Distributing information and documents to partner organizations and trainees
• Transport/fleet management for and during the project teams’ missions
• Procuring stationaries and other materials for the training activities
• Dealing with invoices, cheques, letters, cash payments and documents
• Assisting with financial planning, monitoring, and accounting for GIZ-assisted projects

• Coordinating effectively with colleagues and the office in Khartoumsport/fleet management for and during the project team’s missions

In this context, the position holder fulfils the following tasks:

1. Tasks

1. Administration& Finance

• Handlingof correspondence and drafting of letters and documents according to needs
• Updating the filing system on a daily basis
• Drafting of consultancy contracts and local subsidies to be processed at project’s level
• Handling of a database on prices, rates and locations of accommodation, food, catering services, workshop rooms etc. and monitoring the availability of accessories and stocks
• Handling/preparation of procurements in accordance with guidelines
• Keeping the inventory of the project updated
• Processing settlement of applications for the reimbursement of travel expenses
• Handling cash and bank including reconciliation
• Monitoring real accounts (payables, receivables) and reporting regularly to the officer responsiblefor the contract and cooperation
• Preparing monthly and annual budgets, and monitoring deviations
• Submitting the end-of-month accounts from the project accounting, cash books and account balance vouchers to the officer responsible for the contract and cooperation
• Assisting with creditor and debtor administration, including local subsidies and agreements with national appraisers and preparing financial contributions

1. Logistics, Coordination & Liaison

• Preparing/organising the logistics for all movements in Nyala city necessary for the project’s activity
• Ensuring a close and frequent monitoring of the project vehicles’ logbooks and fuel consumption
• Ensuring registration, safety and insurance for rented vehicles that transports the project team on their mission
• Preparing and organizing internal meetings and external appointments
• Communicating and liaising with governmental and private sector project partners
• Communicating and liaising with UN organisation (UNAMID and UNHAS) regarding the transport and accommodation of project staff, experts and partners
• Assisting international experts coming to Nyala in all logistic and administrative issues

• Maintaining several lists e.g. of staff on assignment in Nyala, participants of workshops etc.

1. General tasks

• Interpreting and translating (Arabic-English) for project team members on their mission and of administrative and project related documents as required
• Performing other duties and tasks at the request of management

• BA in business administration, accounting, auditing or similar area
• At least 3-5 years of professional experience in a comparable position
• In-depth knowledge of finance and accounting, inclusive software
• Confidential handling of data and information
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Good management and organizational skills
• Ability to work proactively and in a dependable, responsible manner with great attention to detail
• Very good communication skills
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Fluent written and oral knowledge of Arabic and English, German is an asset