Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH
This job is closed

Project Administration Officer

Job Description and Requirements

The “Sport for Development Project” in Jordan is seeking a “Project Administration Officer” - on a full-time base employment.     

Interested candidates are kindly requested to an application/motivation letter in English language and CVs – application/motivation letters are Mandatory.

A. Required Qualifications, competences and experience

Formal Education

  • University degree in relevant specialization and qualification in business administration desirable (equivalent of BA or MBA)

Professional Experience

  • At least 5 years’ professional experience in a comparable position
  • Basic Sport for Development knowledge
  • Experience in preparation of purchase orders and service contracts and invoice follow up
  • Experience in handling payments, cashbook
  • Experience in administration work in similar field or development organizations
  • Experience in event management
  • Understanding of IT guidelines
  • Knowledge of GIZ rules and regulations is an advantage
  • Knowledge of EU rules and regulations is an advantage

Other knowledge, additional competences

  • Excellent English and Arabic language knowledge, writing and communicating
  • in-depth understanding of financial planning and accounting
  • broad experience of management and administration
  • Eye for details and capability of monitoring lists, and documentation of processes
  • Experience and ability to cope with dynamic situation of cooperation system in development field
  • Experience and ability to deal with unexpected challenges
  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • basic knowledge of how to support people who have experienced potentially traumatizing events
  • Basic knowledge of “Sports for Development” and their implementation structure

B. Responsibilities

The position holder is responsible for:

  • Providing administrative and office support activities for the project
  • Administrative support, monitoring and closing of in house orders with other GIZ programmes according to GIZ rules as well as EU guidelines where necessary
  • Preparation, handling and closing of procurement of goods and of services (contracts) in accordance with GIZ guidelines
  • Following up on the project’s contracts- and procurement requests, by assuring an effective communication with the GIZ country office administration
  • Organizing and documentation of the results of meetings, conferences, events, seminars and workshops
  • Keeping Inventory according to GIZ Rules and Regulations using the related GIZ software system
  • Making travel arrangements and settlement of travel expenses
  • Meeting the administrative needs of the office independently with a minimum of intervention
  • Ensuring that financial and administrative regulations are complied with
  • Support in financial monitoring according to needs
  • Support in financial administration, such as cash withdrawal, keeping the cashbook, preparing and verifying vouchers in line with GIZ standard procedures
  • Support the project in IT security and data protection according to GIZ rules and regulations
  • Assists with research activities, as outlined by the head of programme

In this context, the position holder fulfils the following tasks:

C. Tasks

1. Coordination

The administrative professional

  • ensures that information is exchanged between project/programme staff, partners, other GIZ programmes and other institutions
  • accompanies the project/programme manager or other team members to meetings if necessary
  • takes the lead in the organization of internal and external (team) meetings, conferences, events, seminars and workshops including all related logistics (e.g. maintaining communication with participants from abroad, making visa arrangements) and financial processes according to GIZ rules and regulations

2. Administration

The administrative professional

  • coordinates with the GIZ office on the mode of service delivery
  • handles inventory as per GIZ rules and regulations using GIZ related software
  • monitors the availability of accessories and stocks
  • assures the filing of documents in reference files and/or in electronically files (in DMS) are in line with GIZ’s filing rules
  • ensures that administration folders in DMS are always up to date
  • manages confidential files, specifically in the areas of personnel and finance
  • prepares and organises information materials
  • makes travel arrangements for project team members, and settling traveling accounts with the GIZ Office
  • assures proper IT performance and follows up with IT specialist and vendors
  • is responsible for organizing administrative and logistical aspects of project activities (meetings, workshops etc.)
  • coordinates administrative processes with other GIZ programmes and the country office in regards to inhouse orders

3. Financial and Accounting

The position holder

  • helps prepare programme budget planning
  • helps monitor expenses in accordance with the budget
  • supports the financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers according to GIZ Rules and Regulations and internal control manual using the GIZ standard systems,
  • supports the review of the classification and completeness of all vouchers/receipts for related projects
  • handles payments according to GIZ rules and regulations up to set value limit using GIZ software where applicable
  • checks travel expense statements of staff for approval by the superior
  • supports with cash withdrawals
  • supports spot checks of the cash and bank book
  • prepares for internal control sessions conducted by GIZ Office Amman, GIZ HQ Audit Unit, and other related external audits for Inventory, IT, vehicle logbooks, procurement, contracts and certain area of financial management
  • follows up on recommendations of internal control reports and monthly error sheets produced by the GIZ Office
  • maintains related filing for financial section and keeps information confidential considering GIZ Rules and Regulations, and the internal control manual
  • supports monthly follow up of receivables, unsettled items and advances

4. Procurement of goods and services

The position holder

  • Is responsible for and carries out all procurement in accordance with PuR-guidelines
  • Is responsible for handling procurement of goods in accordance with GIZ guidelines in coordination with project staff (preparing for tendering, purchase orders etc.)
  • Is responsible for service and consultant’s contracts in accordance with GIZ guidelines in coordination with direct superior (preparation of consulting contracts, service provider agreements, etc.)
  • processes related invoices in line with GIZ rules and regulations

5. IT security and data protection

The position holder

  • ensures that computers and software function properly by involving professional IT services when needed
  • assures that all PCs are protected by permanent and regularly updated automatic virus software in coordination with the IT and assists in regular data backup by storing in GIZ filing system
  • keeps an updated IT Documentation list as per GIZ rules and regulation and GIZ IT Guidelines

6. Other duties/additional tasks

The position holder

  • represents the interests and always acts on behalf of GIZ
  • regularly checks on relevant changes in GIZ PuR relating to the field of work
  • proofreads and edits Sport for Development manuals and material in Arabic, paying attention to cultural characteristics
  • monitors communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc.
  • performs other duties and tasks at the request of management

GIZ is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualification, experience, as well as the scope of responsibility of the job announced and in line with local standards.

Please be advised that GIZ will respond back only to the candidates that are shortlisted and interviewed in person.