Administrative Assistant

	 	 
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JOB VACANCY
As an international cooperation enterprise for sustainable development with worldwide operations, the federally owned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its development-policy objectives. It provides viable, forward-looking solutions for political, economic, ecological and social development in a globalised world. GIZ promotes complex reforms and change processes. Its corporate objective is to improve people’s living conditions on a sustainable basis. For more information see: www.giz.de
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, Innovation and Training Park (ITP) in Prizren is seeking to fill the position of:
Administrative Assistant
The overall purpose of the post
Facility management is a unit within the GIZ/ITP project, that deals with the physical development of the park. Since the park has had a military character for a long time, the unit is working on adaptive reuse of the area to comply with the new function as an innovation and training park. The main activities of the unit are to adapt the existing premises for the ITP tenants, as well as to make the park more attractive to potential tenants.
The role of the Administrative Assistant will be to support the facility management team in conducting daily activities in ITP. The Administrative Assistant will follow administrative and finance procedures for processes of construction work contracts and other related procedures.
Main tasks and responsibilities
The administrative assistant performs the following:

Collects requests from the tenants and potential tenants related to the rented premises and communicates them to facility management staff, and other related staff in ITP.
Supports on keeps track of ITP investment planning.
Supports identification of facility-related services to be provided to ITP tenants.
Ensures that all administrative-related activities are fully compliant with GIZ/ITP procedures and rules.
Supports monitoring and documentation of ITP physical development administrative procedures.
Follows up/updates procurement activities and processes for works/services/supplies.
Supports in managing invoices and ensuring that the submitted invoices are correct and in accordance with GIZ accounting procedures (PuR)
Prepares vouchers while attaching all required documents before sending these to the country office
Prepares vouchers by assigning the program’s internal structure codes according to the KOMP
Files all vouchers according to the GIZ filing system and treat the information confidentially
Works closely with the Finance Manager in the program and the accounting department in the country office and activities
Performs other duties and tasks at the request of management.

Required qualifications, competencies, and experience
Qualifications

University degree in the field of business administration, management, finance or any other related field.

Professional experience

At least 2 years of professional experience in administration, accounting and financing, in an NGO and /or an international organisation, dealing with different forms of accounting, contractual and administrative procedures.

Other knowledge, additional competences

Very good knowledge of English; knowledge of German is an added value
Ability to keep up good relations with ITP tenants and keeping good communication
Good communication and negotiation skills
Ability to provide well-structured written reports
Integrity, flexibility, and motivation are important traits for this and other positions in this project.

Location:                          GIZ ITP Office - Prizren
Expected start date: February 2023
How to apply?
Interested and, suitably qualified and experienced candidates are invited to submit their electronic application in English, in PDF version, to application.kosovo@giz.de

CV (Europass template is recommended)
Letter of motivation
Diploma(s), references/recommendations
Subject of the email: Name & Surname – Administrative Assistant - ITP

Applications that do not meet these rules will not be considered!
Deadline for the application: 31st of January 2023
Only short-listed candidates will be contacted and invited to the next stage of recruitment.
GIZ encourages female candidates, candidates from ethnic communities, and candidates with a disability to apply.
*Disclaimer
Data Privacy
GIZ is committed to ensuring the security and protection of the personal information we process.
Declaration of Consent
You agree that your personal data will be used for the purpose of the recruitment process, only. The information will only be accessed by recruitment staff and panel members. You understand that your data will be held securely and will not be distributed to third parties. You have a right to change or access your information. You understand that your personal data will be deleted after six months when this information is no longer required for this purpose.