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Receptionist/Project Assistant

Data Publika: 13/03/2019
  • Fatin: Surik Mas Bairo-Pite Timor-Leste, Dili, Dili, Timor-Leste, Timor-Leste











Vacancy Announcement



 










As a federally owned enterprise, GIZ supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. GIZ has been operating in Timor-Leste since 1999 on behalf of the German Government and implemented a number of projects in various fields such as economic development and employment promotion, peace building and civil conflict transformation in youth as well as administrative and technical support to the maritime sector. GIZ works in close cooperation with its Timorese governmental and non-governmental partners to reach jointly agreed goals.


We are looking for a Receptionist/Project Assistant (female/male) to work for Partnership for Sustainable Agro-Forestry (PSAF).


The objective of the project is to enable marginalized people, especially rural youth (men and women), to benefit from improved employment opportunities in the Agro-forestry systems of Timor-Leste. Agro-forestry is an area of high economic potential that so far has not been explored much in the country. Based on a jointly developed, conflict sensitive and participatory community land planning approach, the project aims to:


·        Increase the production of productivity of agroforestry systems.;


·        Strengthen the capacities of actors along selected Agro-forestry value chains


·        Improve market access for selected agroforestry value chains (agriculture, fruits and vegetables, wood production and processing);


·        Improve the institutional and organizational framework for the promotion of agro-forestry.


 


Position: Receptionist/Project Assistant (female/male). Duty Station: Dili


A. Responsibilities


·        Ensuring that the project secretariat runs smoothly -


·        Ensuring good communication and flow of information within the project/programme and with the GIZ office


·        Filing documents in reference files or in DMS in line with GIZ’s filing rules


·        Assisting the principal ad--visor in his/her administrative tasks (e.g. procuring tickets, scheduling of meetings, logistic arrangements and related tasks for workshops, meetings and seminars)


 


 


 


B. Tasks


1. Secretariat work and services



  • organises and coordinates appointments for the project’s principal advisor;

  • answers, reviews, forwards and/or takes calls;

  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it;

  • replies to and looks after correspondence (replies);

  • prepares and organises information materials for the officer responsible for the contract and cooperation and/or meetings;

  • helps organise events and document meetings, workshops and seminars within or outside the project;

  • helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations

  • participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes;

  • photocopies and scans documents as needed


2. Office coordination, office management and general coordination



  • regularly draws up a list of forthcoming meetings and events;

  • reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair


3. Administration and knowledge management



  • 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;

  • updates the filing system daily with incoming and outgoing correspondence


4. General tasks



  • ensures that visitors (guests, counterparts, project staff or consultants) are comfortable by offering newspapers, refreshments;

  • organises and coordinates project support staff and works well with them


 


 


 


5. Other duties/additional tasks:


performs other duties and tasks at the request of management  


C. Required qualifications, competences and experience


Qualifications: 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)

  • Very good knowledge of spoken and written English, fluent Tetum. Working knowledge of Bahasa Indonesia and Portuguese would be an asset.

  • Good management and organisational skills; customer and service-oriented attitude;

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


 


Interested persons can send their application letter, CV and references stating the subject “Receptionist/Project Assistant” before or latest on Wednesday 20 March 2019 to either sonia.desousa@giz.de or GIZ Coordination Office, Palm Business & Trade Centre, 3rd floor, Surik Mas, Fatumeta (Hudilaran), Dili, Timor-Leste. Applications from qualified women are encouraged.





 


P Please do not print this e-mail unless you really need to


 




Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH;
Sitz der Gesellschaft Bonn und Eschborn/Registered offices Bonn and Eschborn, Germany;
Registergericht/Registered at Amtsgericht Bonn, Germany; Eintragungs-Nr./Registration no. HRB 18384 und/and Amtsgericht Frankfurt am Main, Germany; Eintragungs-Nr./Registration no. HRB 12394;
USt-IdNr./VAT ID no. DE 113891176;
Vorsitzender des Aufsichtsrats/Chairman of the Supervisory Board: Martin Jaeger, Staatssekretaer/State Secretary;
Vorstand/Management Board: Tanja Goenner (Vorstandssprecherin/Chair of the Management Board), Dr. Christoph Beier (Stellv. Vorstandssprecher/Vice-Chair of the Management Board)

Deadline

Data 2019-03-20

Edukasaun

Level Edukasaun Doutoradu

Lingua

English Yes
Bahasa Indonesia Yes
Portuguesa Yes
Tetum Yes

Tinan Esperiensia

Tinan 3

Area Espesialidade

Administration/Finance Yes
Communication Yes
Information Technology Yes
Management Yes
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Komentariu iha nee

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