GIZ is implementing the project “Food Security for Refugees and Adjacent Communities in Gedaref and Kassala “(PN 17.4048.9) in Kassala and Gedaref states. The programme is implemented under the host agreement between the Intergovernmental Authority on Development (IGAD) and the Government of Sudan. The programme has three areas of intervention and aims at improving the livelihoods of the local population, refugees, and migrants:

1.         Improving Food Security and thereby increasing agricultural yields.

2.         Improving the nutrition security through the production of vegetables.

3.         Improving the supply of drinking water, sanitation, and hygiene.

A. Responsibilities

• Reporting supervision of Drivers and Cleaners (staff development and staff talk shall be done by Senior Finance Manager)
• Inventory and stock management
• Event management
• Local procurements
• Property management
• Good communication flow
• Daily operational performance of all administrative tasks for the entire office
• Filing documents in reference files or in DMS in line with GIZ’s filing rules
• Fleet management

B.        Tasks

Secretariat work and services

• Preparing and organizing information materials and preparation for meetings
• Answering, reviewing, forwarding and/or taking calls
• Managing incoming and outgoing correspondence (post, fax, email) and prioritizing and organizing it
• Replying to and looking after correspondence
• Photocopying and scanning documents as needed
• Participating in internal and external (team) meetings and workshops and assisting with documenting these, e.g. by taking minutes
• Liaising with customers in a service-oriented manner on behalf of the office by providing a professional telephone service and personally welcoming visitors and maintaining a high standard in the reception area
• Dealing with incoming and outgoing phone calls, invoices, cheques, letters, and documents

Office coordination, office management and general coordination

• Office coordination and general office management
• Monitoring schedules and ensuring agreed blocks of time are kept clear for planned events relating to the GIZ office
• Coordinating and organizing and preparing rooms for meetings
• Coordinating equipment etc. required for meetings with the responsible person

Administration

• Inventory and stock management
• Responsible for event management: participants list, booking of hotels/ venues and related managements
•  Ensure that the office is clean and functioning smoothly daily.
• Overseeing the external service providers including the cleaning (inside the office and the grounds), security services and internet services.
• Coordinating fleet management
• Managing fuel consumption checks, logbooks oversight, and other related fleet management tasks
• Generator monitoring, service, re –fueling, logbook maintenance
• Hotel reservations for staff and visitors.
• Managing the office first aid kit
• Managing the key inventory, for the office and vehicles in a lockable cabinet.
• Stationery inventory stock management
• Creating and maintaining a filing system for the property and fleet management related issues, including, but not limited to: project vehicle files, fuel monitoring, service schedules for vehicles, generator, water tanks, indoor and outdoor cleaning services, stationery stock records, etc.

Reporting supervision

• Reporting supervision of drivers
• Assigning duties of the drivers
• Checking the pliability of their performance and report to the Senior Finance Manager
• Reporting supervision of the Cleaners
• Assigning and monitoring the task of the cleaners and report those to the Senior Finance Manager
• Reporting supervision of the Gardener; assigning task and reporting to the Senior Finance Manager.

Inventory and stock management

Inventory management

Periodical checking of the inventory items and number levels

Sharing information with Accounts Controller about necessary changes and update in the On Site Assets

 General tasks

• Welcoming visitors in a friendly manner and serving them with beverages
• Interpreting and translating as required

Other duties/additional tasks

• Performs other duties and tasks at the request of management

• At least BA in (business) administration or similar area
• 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
• Good communication skills
• Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management
• Confidential and trustful handling of data and information
• Highly service oriented
• Fluent written and oral knowledge of Arabic and English, German is an asset

E.         Professional experience

• At least 3 years’ professional experience in a comparable position

• Women are encouraged to apply