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Administrative Project Assistant

Date Posted: Feb 14, 2020

Job Description

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German federal enterprise. GIZ supports the Federal German Government in achieving its objectives in the field of international cooperation for sustainable development. GIZ operates in more than 130 countries around the globe. In Malawi, GIZ has been working for more than 50 years. The German international cooperation currently focuses on three priority areas: education, health and private sector development in rural areas. In addition, to our work on these areas, we also work on public financial management and economic management.

GIZ is recruiting Administrative Project Assistant in agricultural finance, agriculture and business promotion for the Promotion of agricultural finance project based in Lilongwe.

The project “Promotion of agricultural finance for agri-based enterprises in rural areas in Malawi” is part of a global project funded by the German Federal Ministry of Economic Cooperation and Development (BMZ). The objective of the project is to improve the access of farms and agri-based enterprises in rural areas to financial services that are adapted to their business models.

More specifically, the project supports farmers and agri-based enterprises in identifying economically viable business models, improving their financial skills and thus strengthening their capacities to take decisions on financing, investments and the use of financial services. At the same time, the project accompanies selected financial institutions in expanding and adapting their financial services to the specific requirements of the agricultural sector.

The project focuses on the following regions: Chitipa, Karonga, Nkhata Bay and Mzimba in the North; Kasungu, Nkhotakota and Salima in the Central region; and Chiradzulu, Thyolo and Mulanje in the South. The project office is based in Lilongwe.

Position: Administrative Project Assistant — Reference Code AgFin-2020/02

The following are the responsibilities and tasks:

A. Responsibilities

The Administrative Project Assistant is responsible for:
  • providing administrative and logistical support to the project team meeting the administrative needs of the project office ensuring that financial and administrative regulations are complied with.
  • reporting to the Team Leader and closely co-ordinating with the Head of Administration.

B. Tasks

The Administrative Project Assistant performs the following tasks:

1. Coordination
  • ensures that information about administrative procedures is exchanged between project staff, partners and other institutions
  • accompanies other team members to meetings, if necessary
  • prepares and organises internal meetings and takes minutes
  • supports with the logistics of external meetings, workshops, trainings and events; including procurement/selection of an event location, setting up of the room, registering participants, catering/ refreshments, payment of allowances. support for the moderator/trainer, printing, documentation and communicating with event location to ensure timely provision of catering services and participants’ general wellbeing
  • provide support in the documentation of all events, workshops and trainings involving external participants and ensure it is complete and includes a list of participants, the objective. the agenda and other relevant documents
  • supports the project team in planning visitor’s programmes in case of official visits from Germany or other countries; including reservation of accommodation, organising transport and coordination of meetings

2. Administration
  • is responsible for organising administrative aspects of project activities o coordinates with GIZ country office on administrative processes
  • is responsible for checking on a regular basis whether project documentation in DMS is in line with GIZ’s filing rules
  • ensures that project computers and software function properly
  • monitors the availability of accessories and stocks (e.g. IT equipment, furniture, stationary) and carries out timely procurement in accordance with guidelines
  • tracks on-going procurement processes in coordination with the GIZ country office
  • checks that there is a sufficient number of equipped workspaces in the project office before new staff members or consultants arrive.

3. Finance and accounting
  • is responsible for the up-to-date and proper management of inventory
  • checks the accuracy of drivers’ vehicle logbooks and performs fuel consumption controls on regular basis
  • checks travel expenses and overtime statements of staff for approval by the superior
  • checks requests for funds before release
  • registers all cheques in the cheque register before release to the supplier
  • checks that invoices are in line with delivery notes before processing them for payments
  • regularly monitors and clears the third-party receivables of the project office.

4. Other duties/ additional tasks
  • performs any other duties/ tasks at the request of project team

Required qualifications, competences and experience

  • University Degree preferably in Business Administration from an accredited institution
  • With at least 3 years’ experience of progressively responsible work experience directly related to the duties and responsibilities specified above (alternatively secondary school education plus at least 5 years of professional work experience related to the duties and responsibilities specified above)
  • holding a valid driver’s licence is considered as an advantage but not as a mandatory requirement

Professional experience
  • at least 3 years’ work experience in administration and office management
  • experience in event management and procurement.

Other knowledge, additional competences
  • fluency in English language (written and spoken)
  • very high degree of self-initiative and organization
  • excellent communication and writing skills
  • discipline and punctuality
  • appropriate appearance and attire
  • willingness to upskill as required by the tasks to be performed — corresponding measures are agreed with management

How to apply

All applicants, both women and men. who meet the required qualifications and skills are encouraged to send their application together with a detailed Curriculum Vitae, motivation letter and names of three traceable referees (preferably from their previous employers). GIZ Malawi promotes gender equally and diversity among its staff. In case of candidates’ equal qualifications and suitability for this position, preference will be given to candidates with disabilities.

The following reference code of the call for application is strictly to be indicated in the subject line of the applicant’s e-mail: AgFin-2020/02

Applicants who meet the required qualifications and skills ‘should send their application together with a detailed Curriculum Vitae, motivation letter and names of three traceable referees (preferably from their previous employers) to:

The Human Resource Manager, GIZ under:

Email: giz-malawi-hr@giz.de

The closing date for applications is 17th February 2020 Only shortlisted candidates will be contacted. GTZ is an equal opportunity employer

Skills Required

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  • Type
    Full Time
  • Positions
  • Apply Before
    18 Feb, 2020

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