Junior Administration Specialist

Job Description

Title: Junior Administration Specialist

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

Vacancy: 01

Job Location: Dhaka

Employment Status: Contractual

Educational Requirements:
∎ Bachelor or equivalent degree in relevant area / Bachelor or equivalent degree in IT area. A diploma degree in IT with proven working experience, knowledge and high-level skills will also be acceptable.

Job Context:
∎ The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development and international education work to shaping a future worth living around the world.
∎ As a public-benefit Federal Government organisation, GIZ supports the German Government, particularly the German Federal Ministry for Economic Cooperation and Development (BMZ) implementing development projects. In Bangladesh, GIZ is implementing the technical cooperation projects in the areas of energy, climate change, textile, human rights under the bilateral agreement, signed on 15 July 1972 between the Bangladesh and German Governments.
∎ GIZ Bangladesh now invites applications for the position "Junior Administration Specialist" for the Energy Cluster.
∎ Band: 3A
∎ Contract Duration: Up to December 2023
∎ Programme Background:
∎ Renewable Energy and Energy Efficiency is one of the priority programme of German Development Cooperation in Bangladesh under the Core Area "Responsibility for our planet - climate and energy". Currently, there are four (4) technical cooperation projects currently under implementation under this programme. New and follow-on projects are expected to be commissioned in the year 2022 and onwards, based on available commitments from German Government. The Programme `Renewable Energy and Energy Efficiency` is supported by the Bangladesh Ministry of Power, Energy, and Mineral Resources (MPEMR). It is working to promote the use of renewable energy, as well as efficient use of energy by building the capacities of relevant stakeholders, promoting the new and customized technologies, developing framework for grid integration and smart grid as well as promoting improved energy access to households.

Job Responsibilities:
∎ Ensuring proper administrative and office management according to GIZ rules and regulations.
∎ Dealing with all questions arising in the areas of arranging, locating, and facilitating office operation, reception, and logistics support.
∎ Identifying relevant problems/issues and assisting in formulating implementation-oriented solutions.
∎ Effectively coordinates with the staff of the admin team at the cluster and country office.
∎ Managing knowledge by disseminating and documenting know-how, experience, and information.
∎ Dealing with all questions arising in IT area taking support from CO IT as needed.
∎ Ensures implementation and follow-up on the GIZ IT standards, policies, and protocols.
∎ Coordinating of all administrative and logistic arrangements of project activities (meetings, seminars, trainings, workshops etc.).
∎ Managing projects inventory according to GIZ rules and regulations. Taking part in annual inventory checking and reporting.
∎ Vehicle management e.g. movement register, calculation of monthly fuel consumption, supervision of repair and maintenance, tax, fitness, insurance etc.
∎ Organizing transportation, accommodation, and other logistics support for visitors of the projects.
∎ Manages travel, calculates travel claim and follow-up on settlement accordingly.
∎ Monitoring availability of office supplies and assist in procurement-related activities.
∎ Manages the inter-locking system for office entry and exit. Notify/taking measures for any non-functionality of the system.
∎ Monitors the CC camera at the office entry door and the emergency exit doors and notifying/taking measures for any non-functionality of the devices.
∎ Receives all incoming/outgoing letters/documents and maintains the register for the letters/documents.
∎ Manages the register for external visitors and guests. Any other tasks related to the office reception area.
∎ Solve any operational/technical problem relating to hardware, software, network connectivity etc.
∎ Train up and assist users on using GIZ IT tools (outlook, intranet, DMS, MIS etc.).
∎ Maintenance of UPS, Desktop/Laptop, Printer, Access Control Device, Projector, IP phone etc.
∎ Communicate with supplier to claim warranty or any repair issue.
∎ Maintain IT equipment and software inventory. Installation of software and OS.
∎ Assisting in procurement of hardware/IT equipment (desktops, notebooks, printers, digital cameras, scanners, multimedia etc.) in accordance with current GIZ standards.
∎ Ensuring regular and proper data backup of users. Keeps information confidential, particularly in the field of personnel and finance.
∎ Supports for installing, maintaining LAN and document any changes. Support for residence internet connectivity.
∎ Solving IT problems of users - end user device fault finding, troubleshooting and configuration with remote support.
∎ Maintaining liaison with CO IT for securing central services. Ensuring the compliance of GIZ IT Standard.
∎ Provides IT related technical support during workshop, training, meeting, and other official events.
∎ Keeping track of system upgradation, passwords, repair, and maintenance.
∎ Supports for maintaining and upgrading GIZ standard software (e.g. Winpaccs Cashbook, OnSite Asset, SAP, MS Office, etc.).
∎ Maintains a list of all hardware and software systems, and updates this to reflect changes.
∎ Any IT related tasks assigned by the Supervisor
∎ mmediately reports all problems involving administrative regulations without delay.
∎ Participates in cluster and CO admin team meetings to understand needs and ensure smooth supports.
∎ Keep him/herself updated with the changes in P+R and update the project where needed.
∎ Coaches/trains the office support staffs on the IT related matters.
∎ Performs other duties and tasks at the request of management.

Additional Requirements:
∎ At least 3 years of relevant work experience.
∎ Good understanding of GIZs' rules and regulations regarding administrative and IT network/security management.
∎ Experience of working in international development organizations similar to GIZ is highly desirable.
∎ Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. Office 365).
∎ Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
∎ Proven negotiation skills with internal and external audiences including in complex and stressful circumstances.
∎ Must be a strong team player, organized and efficient.
∎ Willingness to upskill as required by the tasks to be performed - corresponding measures are agreed with management.

Job Source: Bdjobs.com Online Job Posting.

Application Deadline: 10 Mar 2022

Company Information:
∎ 6 Mar 2022
∎ Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
∎ Business : As a service provider with worldwide operations in the field of international cooperation for sustainable development, Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. GIZ is a public-benefit federal enterprise and supports the German Government as well as many public and private sector clients in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security.

Category: IT/Telecommunication