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Office Manager – Garowe, Puntland, Somalia

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  • Full-Time

Job Description

VACANCY ANNOUNCEMENT

INTERNAL AND EXTERNAL

SOCIAL AND ECONOMIC INCLUSION PROJECT IN PUNTLAND (SEIPP)

Salary band:

2

Office Manager

Choose title of salary band

2A

Reports to:

Project Coordinator

Duty station:

Garowe, Puntland.

BACKGROUND.

The Social and Economic Inclusion Project in Puntland, Somalia, with its focus on the economic and social integration of extremely poor Somali returnees, internally displaced persons (IDPs), and residents of host communities, builds on the graduation approach as its methodological framework. This is a sequential package of measures, consisting of social protection and the promotion of sustainable livelihoods for extremely poor households. To this end, the individual steps of the graduation approach include temporary consumer goods support, basic financial education, vocational training, seed capital, social network building and continuous coaching/mentoring of extremely poor households. To enable the Ministry of the Interior, Federal Affairs and Democratization to fulfill its mandate for the economic and social integration of IDPs, its technical capacity will be strengthened. The project objective is: The personal, socio-economic resilience of extremely poor IDPs and residents of host communities is improved.

The central component of the graduation approach is the improved coverage of basic needs of extremely poor IDPs and residents of host communities (Output 1). The focus is on basic security in the form of time-limited monthly unconditional cash transfers to selected households. The improvement of individual skills and empowerment required for this are part of Output 2, which aims at strengthening basic individual skills of extremely poor IDPs and residents of host communities for socio-economic integration. The objective of Output 3 is strengthening individual capacities of extremely poor IDPs and residents of host communities, to enable them to generate their own income. Output 4 serves to strengthen the capacities of the “Department of Social Affairs” in the area of economic and social integration of extremely poor IDPs and residents of host communities. The measures of the four outputs reinforce each other complementarily in their effects and contribute in their entirety to a comprehensive strengthening of personal and socio-economic resilience.

SEIPP is seeking to recruit an Office Manager who will assist in the implementation of the project as per the details below:

Responsibilities and duties

The office manager / project assistant

Supports the finance and admin officer and the technical experts.

Ensures that the office runs smoothly.

Ensures good communication and flow of information within the project and with the GIZ offices.

Files documents in reference files or in DMS in line with GIZ’s rules.

Assists the principal advisor and finance and admin officer in his/her administrative tasks (e.g., procurement)

Secretariat work and Services

The office manager / project assistant

Takes responsibility for administrative tasks and regularly monitors the stocks in the office.

Organises and coordinates appointments.

Answers, reviews, forwards and/or takes calls.

Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it

Replies to and looks after correspondence (replies)

Prepares and organises information materials, e.g. for conferences and meetings

Helps organise events and document meetings, workshops and seminars within or outside the project

Helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations.

Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes

Photocopies and scans documents as needed

Administration and knowledge management

Supports the finance and admin officer in checking travel expense statements of staff for approval by the superior

Takes responsibility for administrative tasks according to GIZ rules and regulations (PuR)

Creates an address file with important contact addresses and maintains this

Helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance

Updates the filing system daily with incoming and outgoing correspondence

Supports logistical aspects of project activities (meetings, workshops etc.)

Supports handling of invoices, office procurements, and event-related purchases for the SEIPP project

Helps monitoring the availability of accessories and stocks and carries out procurement in accordance with guidelines,

Coordination and management

The office manager / project assistant

Regularly draws up a list of forthcoming meetings and events

Supports operational planning activities of the project

Reports damage/defects in office furnishings and equipment to project management and organizes and follows up on maintenance and repair

Ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments.

Required qualifications, competences and experience.

Qualifications

Secondary School education

Certificate/diploma or similar qualification from a recognised clerical college

Professional experience

At least 1-3 years professional experience in a comparable position

Experience in the field of international development cooperation

Experience in the collaboration with state and non-state actors is of advantage

Other knowledge, additional competencies

Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., MS Office and Excel)

Very good command of English and Somali Arabic

Good management and organizational skills

Customer and service-oriented attitude

Confidential in handling data and information

Demonstrated cultural sensitivity and high commitment to integrity

Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

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Duration of the contract:

Start date is 01.07.2021 to 30.06.2022, with the possibility of extension.

GIZ is an equal opportunity employer and welcomes applications of women and persons with disability.

Vacancy reference no: OMSEIPP/02/04/2021

Applications should be sent through email to: application-gizsom@giz.de.

Deadline: by Thursday 13 May 2021 16:00 HRS

Only shortlisted candidates will be contacted.

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