Salary band 4 –Professional 4A	Bilingual Administrative Specialist
Reports to:	Country Director
Duty Station:	Country Office – Freetown

Overview

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH – Implements Projects and Programmes based on a bi-lateral agreement between the Governments of Germany and Sierra Leone. The Freetown office provides administrative and logistical support to these measures and serves at the same time as a regional office for Guinea and Liberia.

As a provider of international cooperation services for sustainable development and international education work, we are dedicated to building a future worth living around the world.  GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. GIZ has been working in Sierra Leone since 1963 with now more than 100 national and international personnel working in projects implemented together with our Sierra Leonean partners funded by the German Government, the EU, and others.

We are advertising the position of “Administrative Specialist”. 

1. Responsibilities

The Administrative professional is responsible for

• Coordinating the Country Director’s meeting and travel agenda;
• Managing phone calls;
• Ensuring formatting of presentations and preparation of meetings;
• Organizing and coordinating administrative procedures;
• Reading, translating and correcting texts in English, German and possibly French;
• Uploading of information in the DMS;
• Performing administrative and organizational tasks autonomously;
• Drafting minutes of meetings;
• Taking over portfolio management tasks.

The Administrative professional performs the following tasks:

• Tasks
• Tasks (Administration)

The Administrative professional

• Managing all scheduling and travel logistics for the Country Director
• Preparing and presenting, reports, and memos 
• Completing expense reports and manage correspondence with partners 
• Support the Country Director in strategic communications, organizational strategy, and all other special projects as assigned 
• Organizing events for convenings, retreats, various management meetings, and other logistics
• Maintain quality filing and communications systems including contact management, document management, and archiving (e.g. in DMS)
• Support the Country Director in the portfolio management for Sierra Leone, Guinea and Liberia

• Tasks (Others)

The Administrative professional

• Building and maintaining positive relationships with clients, management, staff;
• Ensuring availability of required office supplies, stationery, equipment etc. through the effective management of inventories for the smooth running of the office.
• Researching, prioritizing, and following up on incoming issues and concerns addressed to the Director, including those of a sensitive or confidential nature.
• Demonstrates leadership to maintain credibility, trust, and support
• Embraces the core values of GIZ in the spirit in which it operates
• Completes tasks accurately and timely as defined by supervisor.

• Other duties/Leadership

The Administrative professional

• Demonstrates credibility, trust, and support
• Embraces the core values of GIZ and performs other duties and tasks at the request of management 

• Required qualifications, competences and experience

Qualifications

• Bachelor’s degree or equivalent in (business) administration, management, finance, commercial sciences or other relevant fields.

Professional experience

• 5 years of experience in an administrative or executive assistant function
• Bilingual English – German, also in reading and writing, is an absolute requirement for the holder of this position
• 3 years working experience in International / German Organization would be an asset.
• French knowledge would be an asset.

Other knowledge, additional competences

• Have a good knowledge of the political environment and institutions of Sierra Leone.
• Good communication skills in an international/diplomatic environment.
• Ability to communicate and handle sensitive and confidential information with discretion
• Ability to communicate effectively and efficiently, both verbally and written, with all employee levels, including managers, directors, and VIPs
• High level of personal integrity and professionalism
• Proficiency in Microsoft Office Suite, Outlook, Word, Excel and PowerPoint, with the ability to prepare detailed reports, creates presentations and efficiently manages correspondence and calendars
• Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously
• Ability to read, write and communicate effectively
• Ability to work independently, collaboratively and under pressure to meet targets and deadlines
• Strong attention to detail
• Must be self-motivated and enthusiastic with the ability to learn independently
• Demonstrate a professional mannerism with a high degree of service skills
• Ability to work well with others in a respectful and collaborative work environment
• Must possess a good work ethic
• Ability to work under pressure
• Communication skills
• Decision making skills
• Problem solving skills.

Suitable applicants are kindly asked to submit their complete application (cover letter, curriculum vitae, and references) to recruitmentsl@giz.de  with this ref: Bilingual Administrative Specialist GIZ office in Freetown »not later than the 27.03.2023 at 5.00 pm