Position: Administrative Assistant

Organization: GIZ India

Location: New Delhi

Apply:  https://www.giz.de/en/worldwide/28418.html

Responsibilities

• Administrative services for ensuring smooth functioning of the project & establishing and adhering to quality standards and administrative processes in the project as per GIZ norms.

• Ensuring regular and systematic communication within project and with other relevant project stakeholders.

• Ensuring compliance with financial and administrative regulations in compliance with GIZ’s processes and guidelines.

• Providing Admin and logistics support in events and workshops.

Core Scope of Tasks

Administrative tasks

• Supports in management of contracts and coordinate with the team for that purpose.

• Support in inventory management

• Prepare contract Monitoring sheet

• Supervise driver’s and maintain their overtime details. Process the monthly invoice.

• Uploads and manages documents in reference files or in DMS in line with GIZ’s filing rules.

• Supports in management of events with the concerned team.

• Manages incoming and outgoing correspondence, prioritises, organises and replies to it.

• Helps organise events/workshops and coordination with stakeholders and partners.

• Helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel booking.

• Creates an address file with important contact addresses and maintains this.

• Helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance.

Other tasks

• Supports staff in project management.

Required Qualifications, Experience and Competencies

Qualification:

• University degree in relevant field of administration or commerce (equivalent of bachelor’s degree).

• Additional qualification like accounts, finance management, MBA or equivalent will be preferred.

Professional Experience:

• A minimum of 1 years of professional experience in a comparable position (ideally with international environment) having experience of finance & accounts, administrative coordination, or related experience

• Ability to negotiate, establish, and administer contracts.

• Experience of working with the GIZ ecosystem in the past would be preferable

• Relevant professional experience in Administrative in health sector projects would be preferred.

Additional Competences:

• Willingness to travel and ability to work in teams

• Good understanding of financial planning.

• Proficient computer skills, advance Microsoft Office Suite (Word, PowerPoint, Outlook, and advance Excel)

• Good organisational and administrative skills.

• Ability to work independently when required

• Demonstrated ability to work in a multi-disciplinary team

• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management