VA No.: 074
Job Title: Administrative Assistant
Minimum Qualification: Degree in Accounting, Finance, Business Administration, or a related field
Organization: GIZ Nigeria, ZME – Centre for Migration and Development
Location: Benin
Salary: According to GIZ salary scale for Band 2
Closing Date: 19.07.2024
Background:
GIZ Solutions that Work
As a service provider in the field of international cooperation for sustainable development and international education, GIZ is dedicated to shaping a future worth living around the world. With over 50 years of experience in various areas including economic development, employment promotion, energy, the environment, and peace and security, GIZ’s diverse expertise is globally recognized. We collaborate with businesses, civil society actors, and research institutions, fostering successful interactions between development policy and other fields. Our main commissioning party is the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ operates in approximately 120 countries, employing around 23,500 people, nearly 70% of whom are national personnel (as of July 2020).
GIZ has been active in Nigeria since 1974 and has maintained a country office in Abuja since 2004. Currently, GIZ Nigeria employs 361 national and 66 international employees, 19 regional staff, 4 integrated specialists, and 3 development workers (as of June 2020).
The Project: Zentrum für Migration und Entwicklung (ZME)
The global programme Zentrum für Migration und Entwicklung (ZME), commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ, aims to equip partner structures to assist specific target groups sustainably with regular labour and educational migration, voluntary return, sustainable reintegration, and regional migration. ZME follows the Programme Migration for Development (PME). In partnership with the Nigerian Federal Ministry of Labour and Employment (FMLE), PME established the Nigerian-German Center for Jobs, Migration and Reintegration (NGC), which provides counseling services and advice on prospects for both returning and potential migrants in Nigeria, economic reintegration support, and information on vocational and educational opportunities.
In the context of ZME, NGC enhances FMLE’s capacity to offer target group-specific services for regular and safe labour and educational migration, regional migration, and reintegration. This involves strengthening FMLE’s capacity for effective migration management, aligning advisory inputs with Nigeria’s needs and destination countries, and providing gender-specific support services to FMLE.
Responsibilities and Tasks:
A. Responsibilities:
The Administrative Assistant is responsible for:
- Providing administrative services for the ZME programme.
- Ensuring compliance with financial and administrative tasks.
- Updating travel and inventory tasks.
- Working closely with Admin/Finance managers and officers.
- Meeting the administrative needs of the project with a high degree of independence.
- Ensuring timely completion of relevant admin processes.
- Managing the cash box at the office in Benin.
B. Tasks:
1. Coordination:
- Assist in planning activities for the programme.
- Prepare and coordinate with partners for meetings and workshops.
- Ensure tasks are completed within deadlines.
- Support in organizing events for the centre.
- Maintain and regularly update a list of contacts and addresses.
- Run errands such as delivering and collecting documents.
2. Travel Management, Inventory, and Logistics Functions:
- Assist the team in preparing monthly travel and logistics support.
- Arrange travel for the project team, including bookings and advance requests.
- Track duty trips with travel management support.
- Maintain records of travel claims.
- Ensure assets are properly labeled and assigned inventory numbers.
- Coordinate logistics support with external clients and courier services.
3. Administration:
- Organize administrative and logistical aspects of programme activities.
- Coordinate service delivery with the GIZ office.
- Support procurement of goods and services for the project.
- Ensure monthly fuel and diesel consumption reports.
- Follow up on information flow and deadlines, prepare notification letters, archive documents, and organize meeting agendas.
- Regularly check and report stationery stock levels.
- Ensure computers and software function properly.
- Maintain programme inventory.
- Manage confidential files, especially in administration.
- Support photocopying and scanning of documents as required.
4. Other Duties/Additional Tasks:
- Perform other duties and tasks as requested by management/Team Leader.
C. Required Qualifications, Competences, and Experience:
Qualifications:
- A degree (B.Sc.) in Accounting, Finance, Business Administration, or a related field.
Professional Experience:
- At least 1 year of professional experience in a comparable position.
- Experience with GIZ is an added advantage.
Other Knowledge, Additional Competences:
- Good working knowledge of ICT tools (software, phone, fax, email, the internet) and computer applications (e.g., MS Office).
- Good working ethics.
- Proficiency in the widely used language in the country; knowledge of German is an advantage.
- In-depth understanding of administrative processes.
- Basic management and administration experience.
- Willingness to upskill as required.
Submission Guideline: Please submit your CV and letter of motivation as one document with complete contact details via email to: [email protected] (include vacancy no. 074 in the subject).
GIZ is an equal opportunity employer committed to diversity. All qualified candidates, regardless of disability, age, sex, ethnicity, race, and religion, are encouraged to apply.
Only shortlisted candidates will be contacted.
