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Administrative and Liaison Officer

Job Title: Administrative and Liaison Officer 
Duty Station: Khartoum and possible duty trips to East and North Sudan if required 
Closing Date: 09 Nov 2017
GIZ assists the German Government in achieving its objectives in the field of international cooperation. GIZ offers demand-driven, tailor-made and effective services for sustainable development worldwide.
The GIZ Office in Khartoum is looking for a qualified person to fill the following position:
Administrative and Liaison Officer for the project Better Migration Management with duty station in Khartoum and possible duty trips to East and North Sudan if required.

Context:
The Better Migration Management (BMM) programme is a cooperation between the European Commission and the German Federal Ministry for Economic Cooperation and Development (BMZ). It is financed by the European Union Emergency Trust Fund (EUTF) for Africa (Horn of Africa Window). The programme is implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH in partnership with six other European and International agencies and based on a comprehensive and holistic approach towards migration management.
The overall objective is to improve migration management in the region, and in particular to address the trafficking in Humans (ToH) and the Smuggling of Migrants (SoM) within and from the Horn of Africa.
Under the direct supervision of BMM Regional Coordinator (RC), the Administrative and Liaison officer is responsible for:

A. Responsibilities:
• Organizational, administrative and logistical issues related to the implementation of the project’s activities.
• Daily operational performance of administrative tasks for the project.
• Liaising with partners on behalf of the project especially with regard to the organization of the project activities, trainings, workshops, duty trips of GIZ staffs and partners to the field and abroad.
• Filing documents in reference files or the internal file structure in line with GIZ’s regulations.
• Informing the project on time about the status of all matters regarding the project’s implementation.
• Coordinating effectively with colleagues in the technical and administrative and finance division of the project in Khartoum.
• Reports any problems immediately to BMM RC.
• Communicates on constant bases with field staffs.

B. Tasks:
The Administrative and Liaison Officer performs the following tasks:
1. Logistics:
• Is responsible for organizing administrative and logistical aspects of project activities (meetings, workshops, trainings, travels within Sudan and abroad etc.).
• Organizes procurement of BMM communication material including factsheet, roll-up, business cards and banners.
• Ensuring compliance with GIZ financial management and administrative regulations and procedures.
• Replacing the other admin./finance officer in case of leave and absence.
2. Administration-Finance:
• Cash payment (in charge of cash box).
• Coordinates with GIZ field staffs in East Sudan on the mode of service delivery.
• Assists technical staffs with the preparation of orders to contract and procurement requests in compliance with GIZ rules and regulations.
• Procuring stationaries and other materials for training activities, workshops, meetings and any events organized by the project.
• Booking venues, hiring catering and translation services whenever needed for meetings, workshops and trainings organized by GIZ.
• Prepares hotel and flight bookings, car rental and cash advance for GIZ staffs and consultants in due time prior to field trips within and outside Sudan.
• Administrative tasks, copying, scanning, distributing information and documents to partner organizations and trainees.
• Monitors and verifies administratively the effective delivery of services by GIZ contractors.
• Assists in preparing local subsidy and consulting agreements as per GIZ regulations.
• Assists partners in the establishment of budgets for Local Subsidy contracts according to GIZ regulations and standards, verifies the settlement documents and prepare respective approvals for payment.
• Checks the submitted accounts for District Local Subsidy contracts.
• Draws up drafts of letters and types any paper, document according to needs.
• Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes.
• Provides regularly and systematically updates of a database on prices, rates and locations of accommodation, food, catering services, workshop rooms etc.
• Helps prepare visitors and consultants’ programmes, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservations.
• Photocopies and scans documents as needed.
• Linguistic translation Arabic-English of administrative and project related documents.
3. Liaison:
Accompanies the project team members to meetings if necessary
Prepares, submit and follow-up on visa applications upon request from GIZ staffs.
4. Other duties/additional tasks:
• Performs other duties and tasks at the request of management.

C. Required qualifications, competences and experience:
Qualifications:
• BA in business administration, logistics, accounting, auditing or similar area.
Professional experience:
• At least 3 years’ professional experience in a comparable position.

Other knowledge, additional competences:
• Outstanding knowledge of finance and accounting, inclusive software.
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office).
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
• Confidential handling of data and information.
• Fluent written and oral knowledge of Arabic and English.
• Very good communication skills.
* We actively encourage applications from women and people with disabilities.

To submit your application, send your CV and cover letter in English to:
E-mail: sudan.procurement@giz.de the name of the position you are applying for must be entered in the subject line.
The application shall not exceed 1MB. References and degrees will be requested if required and shall not be sent via e-mail.
* If you do not hear from GIZ until the 15th of February 2018, your application was not further considered.








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