Administrative Officer

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the implementing agency of the Federal Republic of Germany for technical and international cooperation. It offers flexible, sustainable and effective solutions in political, economic and social change processes. Most of the work of GIZ is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). GIZ also operates on behalf of other German ministries as well as public and private bodies in Germany and abroad. These include the European Commission, the United Nations, the World Bank and governments of other countries.

The Good Financial Governance (GFG) Programme 2019-2022 phase is foreseen to focus on increasing transparency, efficiency, and accountability of public financial governance in Zambia. Its main partner institutions are envisioned to be the Ministry of Finance, the Ministry of National Development Planning, selected line ministries, the Zambia Revenue Authority and the Zambia Public Procurement Authority. The GFG Programme is set to provide advisory services and capacity development measures in the areas of enhancing revenue mobilisation and supporting the reforms in budget planning, management and execution, as well as the revision of intergovernmental fiscal relations, to its partner institutions.

In order to meet the GFG Programme’s growing administrative needs, GIZ is seeking a suitable candidate for the following position:

Administrative Officer (Lusaka based)

REF: GIZ_GFG_ADM                                  

Main tasks and responsibilities:

Coordination

• Managing daily office operations
• Preparing and handling visits and ensuring visitors are well catered for
• Organising administrative and logistical aspects of programme activities (i.e. meetings, workshops, drawing up travel schedules, hotel and ticket reservations, organising transport for visitors, etc.)
• Assisting in the preparation of missions, workshops, seminars and events for the programme and its partner institutions
• Assisting GFG Finance and Administration Coordinator (FAC) with coordinating the support staff of the programme
• Assisting the GFG FAC with coordinating with GIZ Office Zambia on administrative issues and modes of delivery

Administration and Knowledge Management

• Ensuring that computers, software and mobile phones function properly (informs the GIZ IT expert accordingly)
• Monitoring availability of materials and stock and carrying out procurement in accordance with GIZ guidelines
• Maintaining the programme’s inventory file
• Being responsible for filing documents in reference files and DMS in line with GIZ filing rules
• Updating staff on news publications from the media related to the sector the programme specialises in (“news highlights”)
• Managing confidential files, especially in areas of personnel and finance
• Creating and regularly maintaining an address file of important contacts
• Reporting damaged/defective office furnishings and equipment to programme management and organising and following up on maintenance and repair

Finance and Accounting

• Being responsible for financial management, such as cash withdrawals as well as managing the cashbooks of the programme
• Preparing and entering vouchers
• Monitoring bank balances and initiating transfer of funds from GIZ Office Zambia
• Ensuring that all payment documentation is in line with GIZ regulations
• Checking travel expense statements of staff and/or partners for approval by the superior
• Following up on GIZ audit recommendations (such as monthly error sheets, internal controls and external audits)

Other Duties/Additional Tasks

• Assisting in and/or carrying out other programme activities and other tasks as needed
• Acting as a back-up within the GFG administrative team

Qualifications and requirements:

• Minimum of a bachelor’s degree in Business Administration or a similar field, or the equivalent of a bachelor’s degree in Accounting (minimum ACCA Level II); an MBA is an added advantage
• Membership (minimum Licentiate) of the Zambia Institute of Chartered Accountants (ZICA) an added advantage
• At least three (3) years’ professional experience in a similar position
• Broad experience of administration
• Experience in project management

Other knowledge, additional competences

• Fluency in English, both written and oral
• Excellent numerical skills
• Good working knowledge of ITC technology (related software, telephone, fax, email, the Internet) and computer applications (e.g. MS Office)
• Strong communication and interpersonal skills with the ability to to work in a multicultural and multidisciplinary team
• Ability to maintain high standards of confidentiality, especially when handling sensitive information/data
• Strong organisational skills; must be proactive and be able to manage and prioritise workload and be accustomed to working under pressure with high resilience and self-motivation
• Willingness to upskill; corresponding measures to be agreed with management

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