GIZ Ethiopia

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH  External Vacancy Announcement

Job Position  –   Admin Assistant/Receptionist

Required Qualification and Experience
Education: BA in office administration, secretarial science, accounting, management or related fields
Computer literacy (MS package, MS Teams, working with scanners, and copiers etc.)
Good command of English and Amharic language,Added points for Afu Sidama
Location: Hawassa   
Deadline : February 15, 2025

Professional experience
At least 1 years of work experience in office administration, accounting and filing, or a related.
Experience working in the premises of GIZ in any role including internship, or a related organization.
Experience in setting-up video call and online meeting systems
Experiences in document filing, copying, Messager services, and supervision of janitor services

Responsibilities
Serve as the first point of contact for visitors, ensuring a professional and service-oriented approach.
Manage the reception area, ensuring it is well-organized and presentable.
Answer and direct phone calls professionally, take messages accurately, and maintain a call-back list.
Welcome visitors, assist with registration, and provide relevant logistical support (e.g. security
checks, and general information).
Handle incoming and outgoing correspondence, including letters, calls, and packages.
Ensure efficient and uninterrupted handling of communications, forwarding messages or documents as necessary.
Maintain and update filing systems in line with GIZ’s filing rules.
Organize and monitor office supplies to ensure availability.
Give support for event coordination.
Report any damage to office property and ensure repairs or services for office equipment.
Support staff with administrative tasks such as photocopying, scanning, insurance claims, and     document preparation.
Maintain an information board for staff duty trips and leave schedules.
Pay utility bills, handle document dispatch (e.g., via DHL), and perform other logistics-related tasks.
Carry out any other tasks as requested by management.
Coordinate transportation pool as directed from the logistic sector for the clusters and projects.
  Maintain attendance of security officers/guards and CCTV cameras
   Maintain schedule for meeting room use and ensure maintenance of the meeting room equipment,
    Supervise janitoring and cleaning services and health of cafeteria services.
    Other duties given by the administration specialists, component leaders and/or regional office head.

Other duties/additional tasks
Reports without delay to the Component lead (or regional office head once assigned) on core responsibilities and matters needing attention
Participates in internal and external meetings and workshops and assists with documenting, e.g. taking minutes  Is responsible for filing documents and treating information confidentially

How To Apply
Application procedure:
Interested and qualified candidates shall submit their motivation letter along with
their non-returnable recent CV via Email: hreth@giz.de
Note:
Please make sure you mention your full name, the vacancy number and position title ‘Your Full Name | Admin Assistant/Receptionist #013/2025’ in the subject line of your email application.
Due to large number of applications, we categorize applications with the vacancy numbers.
Applications without vacancy number, position title and applicant’s name in subject lines might not be categorized in the appropriate folder and could be disqualified.
Only short-listed candidates will be contacted.
We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.
Applications from qualified women are encouraged.
“Please refer to our brochure to learn more about GIZ’s attractive benefit package.”

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