Join a Global Leader in Sustainable Development! The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, a renowned state-owned organization, invites you to be part of our mission-driven team. With a presence worldwide, GIZ is at the forefront of international cooperation for sustainable development. Leveraging extensive experience and unparalleled regional and technical expertise, we deliver economic and result-oriented services to our international clients.
The GIZ South Africa, Lesotho, and eSwatini Country Office, based in Hatfield, Pretoria, is seeking a dynamic and dedicated Office Manager to support our Country Director. If you are passionate about sustainability and have a knack for efficient office management, we want to hear from you! Join us and make a tangible impact on global development.
Thrive as the Country Director's Right Hand - in this dynamic role, you'll become an indispensable partner to the Country Director. You'll anticipate their needs and proactively provide exceptional secretarial and administrative support, effectively multiplying their impact. Discretion is paramount. You'll be entrusted with ensuring the strictest confidentiality of all correspondence and communication, safeguarding sensitive information and upholding the company's reputation. As the maestro behind the scenes, you'll orchestrate an efficient and uninterrupted workflow for the Country Director. Your ability to prioritize, manage logistics, and anticipate challenges will keep the momentum going, allowing them to focus on driving strategic decisions and achieving impactful results.
Additional Information Location: This position is based at the GIZ South Africa/Lesotho/eSwatini Country Office in Pretoria, Hatfield.Work Environment: GIZ offers a global network and a culture that values diversity, respect, and equal opportunities. We are committed to gender equality and are a signatory of the Diversity Charter. We embrace and appreciate individual differences, valuing all employees regardless of background. GIZ actively seeks to increase the number of employees with disabilities and welcomes applications from qualified candidates. Required Qualifications, Competencies, and Experience
Qualifications to Launch Your Success: A minimum of a secondary education is required, complemented by a certificate in office management or a demonstrably relevant field.Bachelor's degree in Business Administration or Economics can serve as a strong foundation.
Experience that Propels You Forward: We seek a candidate with 5-10 years of demonstrably successful experience in a comparable role, allowing you to seamlessly integrate your expertise.A very good working knowledge of both English and German is required, including fluency in speaking, reading, and writing.
You Will Be a Great Fit If You Have the Following: Technological Proficiency: A strong working knowledge of Information and Communication Technology (ICT) solutions is essential. This includes expertise in Microsoft Office Suite (Word, Excel, PowerPoint, etc.), Microsoft Teams, and Outlook. Your proficiency ensures seamless integration and efficient communication within the organization.Organizational Acumen: Outstanding management and organizational skills are key. You can prioritize tasks effectively, manage time efficiently, and maintain a well-structured and productive work environment.Exceptional Communication: You are a skilled communicator, adept at interacting with clients, partners, and GIZ staff. Your ability to articulate clearly, actively listen, and collaborate effectively fosters positive and productive relationships.Discretion Assured: Confidentiality is paramount. You understand the importance of maintaining the strictest security protocols with all information entrusted to you.Multilingual Mastery: A very good working knowledge of both English and German is required, including fluency in speaking, reading, and writing. This proficiency is essential for effective communication within the diverse GIZ environment.Growth Mindset: A willingness to continuously learn and upskill is crucial. You demonstrate a growth mindset and actively collaborate with management to identify opportunities for professional development. What will you be doing?
1. Secretariat Work and Services: Calendar Management: You will meticulously organize and coordinate the Country Director's calendar, ensuring a clear and efficient schedule.Appointment Coordination: Proactively plan, update, and inform the Country Director of all appointments, ensuring smooth workflow.Contact Management: Maintain and update contact lists for staff, projects, and other relevant parties.Meeting Preparation: Prepare and organize information materials for the Country Director's meetings, ensuring they are well-informed and prepared.Communication Hub: Review and manage all incoming correspondence (emails, letters), independently answering or forwarding as appropriate. You'll also follow up on correspondence and deadlines.Call Management: Professionally answer, review, forward, and/or take calls, ensuring seamless communication flow.Travel Arrangements: You will be the Country Director's travel maestro, organizing transportation, tickets, and hotel bookings for efficient and successful trips.Meeting and Workshop Participation: Participate in internal and external meetings and workshops, taking minutes when required to document key discussions.Partnership Support: Provide professional and service-oriented support to the Embassy, BMZ, HQ, partners, etc. (both nationally and internationally) as per management's requests.Mission Management: Compile programs and itineraries for visiting missions, ensuring smooth execution and follow-up.Event Planning: Organize workshops and visits, handling logistics such as hotel/venue bookings, transportation, catering, and facilitator arrangements.Expense Management: Compile, submit, and follow up on travel and entertainment claims on behalf of the Country Director.Document Management: Photocopy and scan documents as needed, maintaining an efficient document flow.2. Office Coordination and Management: Meeting Logistics: Coordinate and organize meetings, ensuring necessary rooms and equipment are available for productive gatherings.Inventory Management: Maintain an adequate stock of stationery and office materials for the Country Director.Organizational Structure: Maintain the office Organigram (organizational chart) to ensure clear reporting lines and understanding of team structure.Document Management: Manage regular documents and processes for the Country Director, including "Quality in Line" and authorization processes.Visitor Management: Professionally receive and host all visitors to the office.3. Administration: Confidentiality Champion: Assist in creating and maintaining a filing system for the Country Director, ensuring all information is treated confidentially, especially regarding personnel and finance matters.Procurement Support: Initiate and follow up on the procurement of goods and services related to the above-mentioned tasks, ensuring efficient acquisition of necessary resources.A. Other Duties/Additional Tasks: Demonstrate a willingness to perform other duties and tasks as requested by management, contributing to the overall success of the team. To Be Considered for This Opportunity -Application Requirements:To ensure a smooth application process, GIZ will only assess applications that meet the following criteria:
Concise Motivation Letter (PDF): In a concise, one-page document, showcase your enthusiasm for this role and highlight your qualifications. Briefly outline your salary expectations as well.Detailed CV in PDF: Submit a comprehensive CV in PDF format, including your nationality. Closing Date: June 19, 2024
Please note: Only shortlisted candidates will be contacted for interviews. Applications without a motivation letter will not be considered.
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