Administrative Specialist

Job Description

Title: Administrative Specialist

Company Name: Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Vacancy: 1

Age: Na

Job Location: Dhaka

Salary: --

Experience:

• At least 5 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

• Bachelor’s degree, preferably in Business Administration (major in Management, Finance, Accounting or Supply Chain Management) Public Administration or any other closely relevant subject.

• At least 5 years
• The applicants should have experience in the following business area(s): NGO, Development Agency

Professional experience

• 5 years of professional working experience in the field of administration, logistics, or a relevant area.

Other knowledge, additional competencies

• Proficiency in Microsoft Office Suite, hands-on experience with digital data systems, and familiarity with various communication tools and modern IT systems.

• Excellent understanding of administrative, accounting and financial operations (bills and voucher checking, payment processing)

• In-depth practical experience with administrative and accounting procedures, utilizing tools such as Winpaccs and Excel/spreadsheets.

• Ability to work well independently and under pressure.

• Must be a strong team player and ability to resolve issues immediately.

• Good interpersonal and communication skills (both oral and written).

• Fluency in English & Bangla is essential.

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federal enterprise with worldwide operations. GIZ supports the German Government in the field of international cooperation for sustainable development. GIZ has been working as a development partner of Bangladesh since 1972 under bilateral agreement. Currently, we are working in the areas of renewable energy, adaptation to climate change, private sector development and technical education, biodiversity, as well as good governance and displacement.

GIZ in Bangladesh is currently seeking applications for the position of “Administrative Specialist” under Renewable Energy and Energy Efficiency (REEE) Cluster.

Contract Duration: One year (with possibility of extension)

Band: 04

A. Responsibilities

The position holder is responsible for:

• managing an area of responsibility that forms part of the programme objectives, team agreements and/or agreements with the superior

• assisting project/programme initiatives to provide professional advisory services to and cooperate with a broad range of target groups

• advise supervisor on all task when implementing GIZ rules and regulation

• advise supervisor in the field of project's planning, steering and monitoring

• independently implement goals and requirements set by the line manager

• make decisions which have a short-term effect within a limited project area/ unit

• assist supervisor to identify day to day problem and suggest appropriate solution.

The position holder is responsible for the following tasks:

B. Tasks

Core Tasks

• Ensure efficient coordination and execution of all administrative tasks for the cluster

• Manage correspondence and ensure that all communications are properly documented, available for retrieval when necessary

• Manage the mobilization of internal resources to support organization of meetings and workshops

• Ensure all travel arrangements (visa, hotel and flight arrangements, etc) for GIZ staff, counterparts and incoming visitors as and when required.

• Coordinate with Country Office/Service Unit for different processes as and when required.

• Ensure that the project’s inventory/asset database is maintained and up to date, with all assets being accounted for.

Office Management

• Ensure efficient coordination and execution of all administrative tasks for the cluster

• Manage correspondences and ensure that all communications are properly documented, available for retrieval when necessary.

• Manage the support staff duty roster to ensure that overtime for drivers is fairly distributed and adhere to GIZ policies.

• Ensure that the project’s inventory/asset database is maintained and up to date, with all assets being accounted for.

Travel, Event, Facility and Logistics Management

• Manage the mobilization of internal resources to support organization of meetings and workshops.

• Ensure all travel arrangements (visa, hotel and flight arrangements, etc) for GIZ staff, counterparts and in-coming visitors as and when required.

• Manage the internal transport system (pool of cars and drivers) to ensure that the travel needs of GIZ staff and visiting guests are met.

• Provide mission support and logistics information for international experts and short-term missions

• Facilitate for work permit and customs passbook for long‑term international GIZ experts

• Coordinate with Country Office/Service Unit for different processes as and when required.

Security Risk Management

• Serve as the security focal point for the Energy Cluster.

• Liaise with country office SRM team to ensure that safety and security policies of the GIZ country office are executed or adhered.

• Arrange security briefing for the newly joined international expert, missions, consultants in coordination with country office SRM team.

IT Support

• Provide basic IT support independently within the capacity to the team and orient them on basic trouble shooting and network non-functionality.

• Facilitate and coordinate with CO IT team where the IT support needed beyond the capacity and authorization limit.

• Update latest version OS, License, Software etc. with support from CO IT team.

• Monitor IT inventory and provide IT related information as requested by CO/HQ.

Other Tasks

• Where appropriate and reasonable, the position holder is willing to perform tasks outside the scope of the job description.