Administrative Officer – Contracts and Events

Full Time

CAREER OPPORTUNITY

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 Agriculture and Food Security Cluster is comprised of four projects, which are part of the global initiative One World – No Hunger (SEWOH): Green Innovation Centres for the Agriculture and Food Sector (GIC), Food and Nutrition Security and Enhanced Resilience (FANSER), Promotion of Agricultural Finance for Agri-based Enterprises in Rural Areas (AgFin) and Fish for Food Security (F4F). Zambia is one of many African countries in which SEWOH is being implemented. SEWOH is a BMZ special initiative addressing the two challenges hunger and malnutrition. The key objectives are to increase income, employment and eradicate hunger and malnutrition by creating access to sufficient, affordable and healthy food and to create a framework to ensure that future generations will also have sufficient, affordable and nutritious food in spite of the rapidly expanding world population. In Zambia specifically, the Agriculture and Food Security Cluster is working on increasing regional food supplies and promoting access to and better use of financial services in the project’s rural target areas in Eastern, Southern and Luapula Provinces. Two bilateral projects in the same sector and with similar target groups and objectives are also part of the Cluster.

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

Administrative Officer – Contracts and Events (based in Lusaka)

REF: GIZ_AGR_ADM_LSK

Main tasks and responsibilities:

Contracting (for contracts established in Zambia and in collaboration with GIZ offices in other countries)
Event management
Ensuring that financial and administrative regulations are complied with
Carrying out other administrative tasks
Contracting

Processing local contracts for the AgriFood Lusaka Office within the agreed limits in line with GIZ processes and rules (P+R)
Preparing, quality checking and following up on local contracts that are processed at GIZ Country Office
Monitoring of all contracts in the AgriFood Cluster, i.e. following up on and checking of invoices, monitoring of contract duration and deadlines
Ensuring compliance with GIZ and Zambian regulations and processes for contracts at the field offices and providing backstopping on this to the Admin team of the Cluster
Documenting and filing contracts properly and in line with GIZ P+R
Event Management

Preparing and organising meetings, events, workshops and seminars in Lusaka
Preparing, quality checking and following up on events that are processed at the GIZ Country Office
Ensuring compliance with GIZ and Zambian regulations and processes for events at the field offices’ locations and providing backstopping on this to the Admin team of the Cluster
Ensuring usage of the sustainable events checklist
Ensuring documentation and filing for events in line with GIZ P+R
Other Duties/Additional Tasks

Preparing and following up on internal control findings and receivables that are related to his/her tasks
Maintaining good communication and coordination with the GIZ Country Office, partner organisations and other GIZ programmes on all issues related to his/her areas of responsibility
Ensuring that computers and software at the Lusaka Office function properly in collaboration with the IT Officer
Performing other administrative tasks in line with the needs of the Cluster and possible upcoming changes of responsibilities or job rotation within the team
Substituting for colleagues in the Cluster, e.g. the procurement and logistics manager/ coordinator
Maintaining confidentiality of information
Qualifications and requirements:

Minimum of a bachelor’s degree in Business Administration or similar field
Professional experience:

At least 3-4 years’ professional experience in a similar position
Broad experience in administration with experience in contracting and procurement as well as in event management; experience in accounting is an added advantage
Previous experience of working at GIZ or another international organisation is an added advantage
Other knowledge, additional competences:

Fluency in English, both written and oral
Good knowledge of administration, contract processes and event management
Good working knowledge of ICT technology (related software, telephone, fax, email, the Internet)
Proficiency in MS Office (Outlook, Word, Excel, PowerPoint, etc.)
Strong communication and interpersonal skills with the ability to work in a multicultural and multidisciplinary team
Strong organisational skills; must be proactive and be able to manage and prioritise workload
Must be willing to travel within Zambia
The successful candidate will be expected to start full-time employment with GIZ, on a fixed term contract, as soon as possible. Interested candidates must send their CVs and cover letters, electronically, quoting GIZ_AGR_ADM_LSK in the subject line to: jobzambia@giz.de by 17:00 hrs on Tuesday, 10th November 2020. Certificates, qualifications, etc. must not be attached to the application. Traceable references of previous engagements must be provided. Please note that only applicants selected for interview will be contacted. GIZ is committed to be an equal opportunities employer, therefore, women and people with disabilities are strongly encouraged to apply.

Application email or URL: jobzambia@giz.de