GIZ вработува Junior Administration Specialist

Duration: 15.01.2022 – 31.12.2024
Weekly working hours: 32

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German federal enterprise and offers workable, sustainable and effective solutions in political, economic and social change processes. Most of our work is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). However, GIZ also operates on behalf of other German ministries and public and private bodies in Germany and abroad.
GIZ carries out a number of regional projects in North Macedonia and in the Western Balkans with the aim of supporting sustainable development.

The key responsibilities of the incumbent are:

• providing administrative services for the regional project “Legal Reform for Economic Development in the Western Balkans”.
• meeting the administrative needs of the project office in North Macedonia independently, with a minimum of intervention
• ensuring that financial and administrative regulations are complied with

In this context, the position holder fulfils the following tasks:

1. Coordination

• ensures that information is exchanged between project/programme staff, partners and other institutions
• accompanies the project/programme manager or other team members to meetings if necessary 
• prepares and organises internal meetings
• supports development of communication and promotion instruments for the running activities
• assists the running activities with all organisational issues
• supports the supervisor in synchronising the output project planning and budgeting system
• coordinates logistical organisation of events
• coordinates preparation and printing of relevant publications

• is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
• is responsible for the smooth and efficient administrative running of the project office in North Macedonia
• supports the handling of financial issues related to the different outputs
• is responsible for the financial issues related to the output 1 on “Economic Empowerment of Women”, (to sign Invoices, Job cards, contracts, local subsidy, confirmation of services, purchase of goods and monthly budget ordering) in line with a separate Power of Attorney signed for this purpose for the period January 2022-December 2024 
• coordinates with the GIZ office on the mode of service delivery
• ensures that computers and software function properly
• monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
• assisting in filing documents in reference files or in DMS in line with GIZ’s filing rules
• assisting in managing confidential files, specifically in the areas of personnel and finance 
• assisting in preparation of contracts for short term experts up to 2500 EUR
• assisting in preparation of contracts for organizing events, hotels etc. up to 20.000 EUR
• supports preparation and performs financial monitoring of Local Subsidy contracts and Financial Agreements with partners

3. Finance and accounting

• performs regular financial monitoring for output one (Economic Empowerment of Women) (monthly SAP review and reporting to the adviser, supervisor and the head of finances of the project based in Sarajevo)
• supports cost-output- monitoring (KOMP)
• supports the system for planning and monitoring of expenditures for respective output managed by the North Macedonian project team
• supports the planning process in development of budget for the output and project applications for external funding in case relevant
• helps prepare the monthly budget planning of the output
• helps monitor expenses in accordance with the budget
• manages and monitors the monthly accounting and financial plans
• is responsible for financial management of the office, such as cash withdrawals, keeping the cashbook, preparing and entering vouchers 
• initiates cash withdrawals for various activities 
• controls vehicle log sheets
• monitors the project inventory using On-Site Asset software tool
• checks travel expense statements of partners for approval by the person responsible for the budget
• checks travel expense statements of staff (LR for ED in North Macedonia) for approval by the superior
• checks requests for funds before release
• together with the adviser in North Macedonia, monitors communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc

• performs other duties and tasks at the request of the project leader (AV)
• supports overall project planning and monitoring
• assists in preparing reports
• conducts surveys and research in administrative matters
• together with the adviser in North Macedonia, establishes and maintains an overview of other relevant donors’ activities

Qualifications and professional experience

• University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)
• At least 3 years’ professional experience in a comparable position

Other knowledge, additional competences

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office), as well as a willingness to get involved in new applications;
• very good knowledge of the English language, ideally a basic knowledge of German
• in-depth understanding of financial planning and accounting
• Overview of relevant processes and rules of GIZ
• broad experience of management and administration
• team spirit, contributing actively to the team
• very good communication skills, esp. in dealing with people
• organisational skills and taking initiative

GIZ offers a competitive salary and a social benefits package and GIZ encourages women, people with disabilities and minorities to apply.

Deadline for the application: 25.11.2021