Office manager
JOB TITLE: Office manager
EMPLOYER: GIZ Azerbaijan DUTY STATION: Azerbaijan
PUBLISHED: 2019-06-10 LAST UPDATED: N/A DEADLINE: 2019-07-10

Office manager

Duration of employment 05.07.2019 – 14.02.2020

General note

The disciplinary superior of the office manager is the Head of Finance and Administration while the technical supervision is effected by the Country Director/team leader PSDTVET

A. Responsibilities

The office manager is responsible for

 ensuring that the secretariat runs smoothly
 good communication flow, particularly with the country director/team leader PSDVET
 daily operational performance of all administrative tasks for the country director/team leader PSDVET and the entire office
 filing documents in reference files or in DMS in line with GIZ’s filing rules
 liaising with customers in a service-oriented manner on behalf of the office by providing a professional phone service, personally welcoming visitors
 maintaining a helpful attitude to customers, ensuring that the office creates a professional impression
 dealing with phone calls related to GIZ, ensuring incoming and outgoing calls are efficient and uninterrupted
 Implementing following up and on the green office activities of the GIZ Country office and the PSDTVET program

The office manager performs the following tasks:

B. Tasks

1. Secretariat work and services

The office manager
 organises and coordinates the country director’s/team leader´s PSDTVET schedule
 reminds, updates and notifies the country director of daily appointments
 prepares and organises information materials for the country director/team leader PSDTVET and/or meetings
 answers, reviews, forwards and / or takes calls
 welcomes visitors in a friendly manner and serves them with beverages
 interprets and translates as required
 manages incoming and outgoing correspondence (post, fax, email) of the GIZ office and prioritises and organises it
 replies and looks after correspondence
 photocopies and scans documents as needed
 participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes

2. Office coordination, office management and general coordination

The office manager
 coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office
 coordinates and organises rooms for meetings
 coordinates equipment etc. required for meetings with the responsible person

3. Administration

The office manager
 assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas related to personnel and finance
 updates the filing system daily with incoming and outgoing correspondence

4. Other duties/additional tasks

The office manager
 performs other duties and tasks at the request of management
 assures the corporate design rules implementation for the GIZ Azerbaijan in coordination with the responsible in Georgia
 assures the improvement of the “green office” approach of GIZ Azerbaijan
 support the Security Team in updating relevant materials

C. Required qualifications, competences and experience


 university degree in office management/administration or similar area

Professional experience

 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)
 good knowledge of English and Russian language, ideally a knowledge of German
 good management and organisational skills
 willingness to upskill as required by the tasks to be performed 

Qualified candidates are kindly asked to send their applications by e-mail to:

Please indicate the name of the position (Office manager) you are applying for in the subject line of the email.

Application deadline: 23.06.2019

Please be advised that only shortlisted candidates will be invited to the further stages of the recruitment process.

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