Admin Assistant/Receptionist Full Time

Admin Assistant/Receptionist

GIZ-External Vacancy Announcement ‘#013/2025’

Climate Change Cluster / LaGo Office

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.

In Ethiopia, GIZ has been working for more than 40 years in bilateral cooperation on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and on commission of the Ethiopian government and international donors.

In order to strengthen agricultural productivity and production and to modernize agriculture in Ethiopia, the Ministry of Agriculture is pursuing strategies for efficient productivity, improved land governance, land use planning, land consolidation and strengthening agriculture and land sector institutions. However, legal and social framework conditions for the fair and participatory reorganization of the agricultural sector are limited. The responsible regional authorities also lack the required capacities and expertise to implement improved land governance and procedures.

The GIZ projects support the Ministry of Agriculture (MoA ), regional bureaus, and regional Land Administration sectors to implement agricultural production efficiency and improved land governance. The projects follow a multi-level process engaging with local authorities and communities. It also closely works with federal and regional actors to develop legal frameworks and build institutional Capacity.

In the newly founded regions of Southern Ethiopia, capacities of various agricultural offices, and land administrations to plan and implement improved land governance and reform measures are limited. To assist this, GIZ has organized a regional office where several projected are housed. The projects therefore support agricultural sector, and land administrations among others in Southern Ethiopia in both in technical levels, and Institution-Building & Capacity Development
The Administration Specialist will report to the Component Leads or /and the Hawassa GIZ office head as assigned. As such, S/he will serve the service units of the Hawassa -GIZ office.

Note- the employee will be hired under land governance project III for HR purposes.

Contract Duration: Until 31/12/2027
Application Deadline: 15/02/2025
Required Candidates: 1
Place of Work: Hawassa

Responsibilities

• Serve as the first point of contact for visitors, ensuring a professional and service-oriented approach.
• Manage the reception area, ensuring it is well-organized and presentable.
• Answer and direct phone calls professionally, take messages accurately, and maintain a call-back list.
• Welcome visitors, assist with registration, and provide relevant logistical support (e.g. security checks, and general information).
• Handle incoming and outgoing correspondence, including letters, calls, and packages.
• Ensure efficient and uninterrupted handling of communications, forwarding messages or documents as necessary.
• Maintain and update filing systems in line with GIZ’s filing rules.
• Organize and monitor office supplies to ensure availability.
• Give support for event coordination.
• Report any damage to office property and ensure repairs or services for office equipment.
• Support staff with administrative tasks such as photocopying, scanning, insurance claims, and document preparation.
• Maintain an information board for staff duty trips and leave schedules.
• Pay utility bills, handle document dispatch (e.g., via DHL), and perform other logistics-related tasks.
• Carry out any other tasks as requested by management.
• Coordinate transportation pool as directed from the logistic sector for the clusters and projects.
• Maintain attendance of security officers/guards and CCTV cameras
• Maintain schedule for meeting room use and ensure maintenance of the meeting room equipment,
• Supervise janitoring and cleaning services and health of cafeteria services.
• Other duties given by the administration specialists, component leaders and/or regional office head.

Other duties/additional tasks

• Reports without delay to the Component lead (or regional office head once assigned) on core responsibilities and matters needing attention
• Participates in internal and external meetings and workshops and assists with documenting, e.g. taking minutes
• Is responsible for filing documents and treating information confidentially

Qualifications

• BA in office administration, secretarial science, accounting, management or related fields
• Computer literacy (MS package, MS Teams, working with scanners, and copiers etc.)
• Good command of English and Amharic language.
• Added points for Afu Sidama,

Professional experience

• At least 1 years of work experience in office administration, accounting and filing, or a related.
• Experience working in the premises of GIZ in any role including internship, or a related organization.
• Experience in setting-up video call and online meeting systems
• Experiences in document filing, copying, Messager services, and supervision of janitor services

Other knowledge, additional competencies

• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Ability to cope with stress and to organize/prioritize workload timely
• Attested modest behavior via references
• Residing in Hawassa.