Administrative Assistant (Aden)

Vacancy Announcement for GIZ Yemen / Improving Food Security for Resilience in Yemen (IFSR) – (PN 22.1802.2-001.00).

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development and international education work, with 23,614 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. Our business volume is around 3.3 billion euros. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in around 120 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH has been working in Yemen on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) since 1969. 
The project improving food security for resilience in Yemen (IFSR) is a part of the transitional aid, the project starts with a resilience-enhancing and multisectoral approach, which is welcomed by local structures and civil society, in order to reduce the increasing dependence on humanitarian aid. The new project is based on the BMZ's "Strategy for structural transitional aid – overcoming crises, strengthening resilience, creating perspectives" (2020). Accordingly, it pursues a multisectoral approach and extends over several funding priorities in order to improve the livelihoods of the target group as long as possible. The IFSR & DeveloPPP  projects is divided into the funding priorities of food security and disaster risk management. Within the framework of the funding priority food security, the sectors agriculture and health can be found. The funding priorities contribute to the implementation of the core topics "Life without hunger - transformation of the food systems" and "Peace and social cohesion" of the BMZ 2030 theme model. The project will work locally and close to the target groups and pursues a structure-building and capacity-building approach in an overall context characterized by humanitarian aid. It is therefore aimed at building the resilience of households and women of reproductive age in particular to reduce their susceptibility to food crises and food insecurity and is based on the BMZ position "For adequate and better nutrition" and the federal government's guidelines "Preventing crises, overcoming conflicts, promoting peace". project aims to reduce the susceptibility of vulnerable households to food insecurity (outcome) by improving (1) availability of food, (2) access to food and (3) use and recycling. The measures to improve food security and the complementary measures in disaster risk management to secure the production base and prevent and mitigate disasters strengthen the resilience of the population affected by food insecurity (impact).

With immediate effect the GIZ Office Sana’a invites applications from qualified Yemeni nationals for the following position: 

• Position: Administrative Assistant (Aden)
• End of Contract: 30.09.2025
• Post Location: Aden or other duty station according to the instructions of the employer.

Responsibilities

The administrative assistant is responsible for:

• performing general clerical services. 
• assisting the junior administrative specialist in daily operational performance of all finance and accounting tasks. 
• seeing that the service in the programme office in Aden is provided correctly and in accordance with GIZ financial management and accounting procedures.
• liaising with the Yemen Kuwait Bank in regards of financial transactions.
• regularly looking after official vehicle.

Main Tasks  
                                                          
The administrative assistant  

• assists with logistics and organization for events  
• prepares stationary for meeting, workshops, and trainings timely 
• supports the program staff with travel arrangements in Aden
• organises, monitors the maintenance and repair of office equipment
• monitors the availability of accessories & stocks and carries out procurement in accordance with guidelines
• ensures the payments of office bills (phones, mobiles, water, electricity…. etc.)
• delivers documents to the correct person at GIZ Office 
• maintains and follows up the transporting of items and goods to the beneficiaries
• participates in tender clarification sessions and evaluations if required
• checks service invoices, service receipts and other (delivery/handing over) papers and payment instructions
• is responsible for proper calculation of fuel consumptions and maintains the car driving records 
• is responsible for cash based on the vouchers collected daily
• reconciles the cash book and cash account daily
• reports any surplus or shortfall in cash
• reports without delay if the cash holding reaches a minimum level
• enters cash and bank vouchers in WINPACCS cash book on daily basis
• is responsible for bookkeeping 
• submits the end-of-month accounts to the programme office in Sana’a
• supports the reimbursement of travel expenses 
• supports in following up third party receivables in journals for clearance
• is responsible for filing financial documents and treating information confidentially.
• provides passenger transport in an official car for programme staff, official visitors, and guests.
• runs errands for the project, e.g., sending letters and messages, paying bills, and buying smaller quantities of office supplies.
• helps with transporting goods.
• keeps the vehicle logbook correctly updated on daily basis and conscientiously in accordance with GIZ standards.
• ensures timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc. ensures that all immediate actions are taken.
• travels to the target regions, in accordance with the programme requirements (replaces other admin assistants of the project in Yemen governorates if needed).
• performs other duties and tasks at the request of the management.

Required qualifications, competences, and experience

• bachelor’s degree in business administration or accounting or related field.
• at least 1-3 years’ professional experience in a comparable position.
• good knowledge of English (writing and speaking) and Arabic languages ideally a knowledge of German.
• good working knowledge of ICT technologies (, phone, email, internet) and computer applications (e.g. MS Office, Skype, MS teams, etc).
• digital literacy.
• discipline, accuracy, resilience, patience; honesty, flexibility, confidentiality, commitment, and punctuality.
• willingness to travel to intervention areas regularly.
• willingness to up-skill as required by the tasks to be performed – corresponding measures are agreed with management.
• holds a valid driver’s licence.

Application Process 

Interested applicants with suitable qualifications can apply by using the following link: 

Application for Administrative Assistant (Aden) - IFSR

- Deadline for submission of applications: 22.05.2024
- Only shortlisted applicants will be contacted.

Note: Applications which will be sent to HR Yemen mailbox (hr-yemen@giz.de) won’t be considered.