Office Assistant for Civil Peace Service Programme

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).

The Civil Peace Service (CPS) is a programme aimed at preventing violence and promoting peace in crisis zones and conflict regions. It strives to build a world in which conflicts are resolved without resorting to violence. Nine German peace and development organizations run the CPS together with local partners. The CPS is funded by the German Government.  CPS experts support people on the ground in their commitment to dialogue, human rights, and peace on a long-term basis.  Currently, more than 300 international CPS experts are active in more than 40 countries.

Location: Kigali

Fixed-term: December 2022

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A.      Responsibilities

The Office Assistant is responsible for:

  • Performing general clerical services
  • Assisting a specific administrative officer with his/her tasks as instructed by the program manager
  • Assisting with filing documents in reference files or DMS in line with GIZ’s filing rules

The Office Assistant performs the following tasks:

B.       Tasks

1.        Clerical services

The office assistant (procurement/finance administration)

  • Ensures that the necessary office supplies are available
  • Purchases office equipment and supplies within set value limits
  • Reports damage, organizes and monitors the service and repair of office equipment
  • Prepares logistical aspects of workshops, such as the booking of venues, the drafting of invitations, registration of participants, ensuring the availability of workshop materials

2.        Support to administrative officers (procurement, finance administration)

The office assistant (procurement/finance administration)

  • Organizes signatures, photocopies, and scans all documents facilitating business continuity management with CPS offices outside of Kigali
  • Documents service requests and inquiries
  • Organizes and compiles information materials
  • Labels file und his/her responsibility in accordance with GIZ filing rules
  • Supports different aspects of local subsidy administration to partner organizations with specific instructions from the program manager

3.        General tasks

The office assistant (procurement/finance administration)

  • Runs errands, e.g. paying invoices, delivering and collecting documents

4.        Other duties/additional tasks

The office assistant (procurement/finance administration)

  • Performs other duties and tasks at the request of management

C.      Required qualifications, competences and experience

  • Bachelor’s degree or similar qualification from an accredited clerical college
  • At least 1-3 years’ professional experience in a comparable position
  • Excellent interpersonal and communication skills
  • Experience working in a team
  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Good knowledge of Kinyarwanda and of a European language widely used in the country
  • Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

How to apply

Interested candidates should submit their application (motivation letter, updated CV, certificates, and references) until 15th September 2020 at 4:00 PM, by e-mail to recruitment-rw@giz.de

The email attachment (max. size 2 MB) should be a PDF file. Please quote the job title in the subject

GIZ is an equal opportunities employer and is committed to the full inclusion of all qualified candidates. This includes the provision of reasonable accommodation, if needed, in order to participate in the job application and interview process and to perform essential job functions. Please, let us know if you have any particular requirements should you be invited for assessment/interview or that you wish us to take into account when considering your application. Women and persons with disabilities are particularly encouraged to apply.

Only shortlisted candidates will be contacted for test and interview.

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