Project Office Assistant Full Time

Project Office Assistant

Duty station-Addis Ababa

Contract duration-31.10.2027

Ethiopia is home to more than 1 million refugees, making it one of the largest host countries in Africa. Furthermore, internal conflict as well as adverse effects of climate change have resulted in more than 1.9 million Internally Displaced Persons (IDPs). However, refugees, IDPs and host communities in Ethiopia face insufficient employment and income prospects.

Against this background, the German Federal Ministry for Economic Cooperation and Development (BMZ) has commissioned Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH to implement the Qualification and Employment Prospects for Refugees, IDPs and Host Communities in Ethiopia Programme (QEP II). The European Union (EU) is a co-financing party to QEP II in Benishangul Gumuz (BSGR) and Tigray.

QEP II supports the Ethiopian government in expanding skills training and creating pathways towards employment for IDPs, refugee and host communities in four selected regions of Ethiopia: Addis Ababa, Somali region, BSGR and Tigray. The project expands labour-market relevant short-term training and establishes linkages between the TVET sector and the private sector to support the integration into the labour market. QEP II also supports TVET colleges to become inclusive learning environments, including displaced persons. The programme offers tailor-made short-term technical training courses in labour market-relevant sectors to enhance employment prospects for the target group.

1, Overall Purpose of the Position

The Project Office Assistant provides essential administrative, logistical, and coordination support to ensure smooth day-to-day operation of the QEP II project stationed in Addis Ababa.
The role facilitates communication and documentation between project staff, partners, and communities, contributing to efficient implementation of project activities that span from community to regional government levels.

Although the position frequently interacts with the finance, logistics, and contracts teams, it bears no direct financial or contractual responsibility, serving instead as a key link between technical teams, administrative units, and external stakeholders

2. Core Tasks

• Perform specified commercial, organizational, and administrative tasks in close collaboration with the STC service unit, ensuring alignment with legal, contractual, and internal GIZ requirements and procedures.
• Handle routine administrative and logistical matters related to project implementation, including processing offers, procurement requests, travel arrangements, HR support, and cost monitoring under guidance of the responsible functional units.

Maintain smooth administrative workflows and constructive collaboration with STC Service Unit, internal and external partners, ensuring efficient communication and coordination within the QEP II project framework

• Support contracting of external experts (consultants) in cooperation with contract office (make sure contract is signed etc.)
• Respond to internal and external queries by providing relevant information, guidance, and support in line with established processes and compliance rules.
• Support documentation, archiving, and knowledge management processes, and contribute to continuous process improvement within the project office.
• Execute any other duties assigned by the line manager or management team as needed.

3. Main Activities

A. Logistics and Event Coordination

• In close coordination with STC Service Unit, organize and coordinate logistical aspects of project activities such as meetings, workshops, and training sessions in Addis Ababa, Benishangul-Gumuz, Somali and Tigray regions in accordance with GIZ standards and regulations.
• Support procurement of goods and services for project events by preparing purchase requests and ensuring timely availability of materials.
• Prepare and follow up on event documentation (participant lists, invoices, attendance sheets, and reports).
• Arrange accommodation, transport, and travel logistics (tickets, visas, itineraries) for project staff, partners, and consultants.
• Manage the project office reception area, including welcoming guests, receiving correspondence, and maintaining visitor logs.
• Maintain close communication with service providers (hotels, caterers, transport companies) to ensure quality and cost-effectiveness

B. Inventory and Stock Management

• Receive and inspect deliveries, verifying goods received against purchase orders and goods receiving notes.
• Share updated stock lists and asset status with the Logistics Specialist for recordkeeping and reporting

  C. Administrative and Secretarial Support

• Draft correspondence, memos, and letters as requested by the project management.
• Assist in the preparation and formatting of project documents, reports, PowerPoint presentations, and communication materials.
• Manage calendars, appointments, and meeting schedules for project staff.
• Record meeting minutes, circulate for review, and track follow-up actions.
• Maintain organized electronic and physical filing systems for administrative and project documents.
• Handle phone calls, emails, and communications, ensuring timely information flow among staff

  D. Field and Coordination Support

• Assist with logistical preparations for field missions, training sessions, and community-level events
• Support field teams in collecting attendance sheets, photos, and documentation for activity reporting.
• Facilitate communication between regional, woreda, and community-level partners, ensuring clear information flow.
• Support coordination with other GIZ clusters and regional offices when required.
• Assist with translation, interpretation, or protocol support for visitors and delegations

  Other duties/additional tasks

• Carry out any additional duties assigned by line manager and QEP/RISE MT members.
• Contribute to a positive and collaborative office culture.
• Support knowledge sharing and communication efforts, including the organization of cross-project events

Qualifications

Bachelor’s degree in Business Administration, Management, Accounting, Logistics, or a related field.

Professional Experience

• At least 2–3 years of experience in office administration, logistics, or event coordination.
• Experience working in international development or government institutions (GIZ experience preferred).

Languages

• Very good command of English and Amharic (spoken and written).

Personal Competencies

• High level of initiative, integrity, and accountability.
• Excellent interpersonal and communication skills with multicultural teams.
• High attention to detail and ability to manage multiple tasks simultaneously.
• Ability to work independently and under pressure in a fast-paced environment.
• Readiness to work in rural and lowland field environments.
• Strong organizational skills, punctuality, and teamwork orientation.
• Reliability and Organization: Keeps accurate records and ensures timely follow-up.
• Teamwork: Collaborates effectively with diverse project staff and partners.
• Service Orientation: Provides courteous and efficient support to colleagues and visitors.
• Integrity: Handles information and resources responsibly and confidentially.

6. Core Competencies

Adaptability: Comfortable with field-based and multi-stakeholder contexts