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Office manager
GIZ Azerbaijan Müddət: 2020-05-03 - 2020-06-03
Baxış sayı: 798 Vakansiya № 1002905
Şəhər: Bakı

Office manager (part time position)

Reports to: Head of Finance and Administration

General note

The disciplinary superior of the office manager is the Head of Finance and Administration while the technical supervision is effected by the Country Director.

A. Responsibilities

The office manager is responsible for

ensuring that the secretariat runs smoothly
good communication flow, particularly with the country director.
daily operational performance of all administrative tasks for the country director and the entire office.
filing documents in reference files or in DMS in line with GIZ’s filing rules.
liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors.
maintaining a helpful attitude to customers, ensuring that the office creates a professional impression.
dealing with phone calls related to GIZ, ensuring incoming and outgoing calls are efficient and uninterrupted.
implementing following up and on the green office activities of the GIZ Country office.

B. Tasks

1. Secretariat work and services

The office manager

organises and coordinates the country director’s schedule
reminds, updates and notifies the country director of daily appointments
prepares and organises information materials for the country director and/or meetings
answers, reviews, forwards and / or takes calls
welcomes visitors in a friendly manner and serves them with beverages
interprets and translates as required
manages incoming and outgoing correspondence (post, fax, email) of the GIZ office and prioritises and organises it
replies and looks after correspondence
photocopies and scans documents as needed
participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
supports seconded staff in obtaining visa and migration cards.

2. Office coordination, office management and general coordination

The office manager

coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office
coordinates and organises rooms for meetings
coordinates equipment etc. required for meetings with the responsible person

3. Administration

The office manager

assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas related to personnel and finance
updates the filing system daily with incoming and outgoing correspondence

4. Other duties/additional tasks

The office manager

performs other duties and tasks at the request of management
assures the corporate design rules implementation for the GIZ Azerbaijan in coordination with the responsible in Georgia
assures the improvement of the “green office” approach of GIZ Azerbaijan
supports the Security Team in updating relevant materials

C. Required qualifications, competences and experience

Qualifications

university degree in office management/administration or similar area

Professional experience

at least 3 years’ professional experience in a comparable position

Other knowledge, additional competences

good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
good knowledge of the European language widely used in the country, ideally a knowledge of German
good management and organisational skills
willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Qualified candidates are kindly asked to send their applications and motivation letters by e-mail to: hr.azerbaijan@giz.de

Please indicate the name of the position (Office Manager) you are applying for in the subject line of the email.

Application deadline: 17.05.2020

Please be advised that only shortlisted candidates will be invited to the further stages of the recruitment process.