Office Manager

Job Description

"The “Donor and Nexus Coordination for Yemen” Project in Jordan is seeking an “Office Manager” – on full-time base employment as per the below job profile.\n\nAbout the project \n\nA ceasefire in 2022 was agreed upon between the two main parties to the conflict and has provided hope for the first time in the long-lasting conflict in Yemen. Nevertheless, the political, economic, and socially precarious situation poses enormous challenges for the people, and international support continues to be needed to overcome them. The international community wants to realign its support in the future and focus more on structure-building, resilience, and peace-building measures, thereby making the Yemeni population less dependent on humanitarian aid. For this purpose, international donors have created a new coordination structure. This new structure pursues the overarching goal of making international cooperation more efficient at political-strategic, technical and sectoral levels. For this purpose, coordination between international actors for Yemen shall be strengthened on the one hand and the so-called \"Humanitarian-Development-Peace-Nexus\" (HDPN) shall be elaborated and operationalized on the other.  Germany has taken a pioneering task in this process and is involved at several levels. Against this background, the project “Donor and Nexus Coordination for Yemen”  supports Germany to fulfill its engagement at all three levels.\n\nQualifications and specialist knowledge \n\n\n\tA degree in administration, management or any relevant subject or equivalent professional-level experience      \n\t2-3 years of experience in facility management or equivalent related function\n\t2-3 years of experience in financial management\n\tEvent and travel management experience\n\tCommunication and influencing skills, in person and in writing\n\tAnalytical and problem-solving skills      \n\tExcellent skills in written \u0026amp; spoken English \u0026amp; Arabic languages       \n\tCompetency in Microsoft applications including Word, Excel, and Outlook\n\tTime management skills and ability to prioritize tasks \u0026amp; work under pressure\n\n\nCore tasks\n\nIn your role you perform the specified commercial, organizational, financial and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordance with the specified objective and with due regard for legal, contractual and internal requirements and procedures.\n\nIn this context, you deal independently with specialist matters and use the necessary digital tools for knowledge management. Your main tasks include ensuring that day-to-day business runs smoothly. You respond to written enquiries, reply to non-standard queries, prepare, and document reports and correspondence and translate texts, where necessary.\n\nYour key duties include maintaining appropriate internal and external communications as well as financial management tasks. You have the multilingual skills required to deal with specialised contexts.\n\nIn response to enquiries, you provide general information within your specialist area based on established processes and with due regard for compliance rules. You also provide information and advice on internal workflows.\n\nYou provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.\n\nYou perform the tasks assigned to you by your line manager, where required.\n\nMain activities\n\n \n\n\n\tSupport the programmes in the local financial management (all finance and accounting tasks such as checking and paying bills, cash requests, local contracts etc.) in close cooperation with as well as in line with the rules and regulations of the Jordan country office and GIZ      \n\tSupport the Yemen Portfolio in Visa Processes especially Yemeni colleagues in acquiring Schengen Visa in Jordan in coordination with the Jordan country office.\n\tSupports the organization and implementation of events in Jordan, coordinating the necessary local contracts and ensuring the compliance with GIZ rules and regulations\n\tEnsures facility is fully operational with all utilities functioning properly\n\tMaintains stock levels and parts (supplies, stationary, spare parts) required for the continuity of business in the office\n\tLiaising with service providers and suppliers and the official visitors and colleagues, in a service-oriented manner maintaining the highest standard that reflects the Organization’s values     \n\tEnsuring the internet services and telephone system operations and functions are efficient and uninterrupted\n\tResponsibility for filing financial administration documents and treating information confidentially\n\n\nInterested candidates are kindly requested to submit their application/motivation letter and CV  maximum by 29.12.2022\n\nEmanating from GIZ’s role in enhancing and promoting the efficiency and competency of its political partners and entities and their respective employees, and in view of GIZ’s aim at maintaining and encouraging the stability of employment at its political partners and entities, this position will not be available to any official employee currently working at any of GIZ’s political partners, governmental ministry, department or entity,including any official employees who are on unpaid leave.\n\nGIZ Jordan is applying the defense order no.35, which indicates that all employees should receive two shots of a COVID-19 vaccine and this is shall not apply to those who have not received the Covid-19 vaccine due to medical reasons pursuant to a decision by the Minister of Health or their nominee and those shall present a negative PCR test valid for 72 hours.\n\nGIZ is committed to gender balance and diversity without distinction as to race, gender, or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as scope of responsibility for the job announced and in line with local standards.\n\nGIZ would like to increase the proportion of employees with disability. Applications from persons with disabilities are most welcome.\n\nGIZ will send feedback only to the candidates that are shortlisted and interviewed.\n\n \n\n \n"