Office Management

Job Description

About the Job
Office Manager

Project office-Unit of Office Management of the African Union Portfolio

Duration-12/31/2026

Duty station-Addis Ababa

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development dedicated to shaping a future worth living around the world. 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 achieving their objectives in international cooperation in around 120 countries.

Since 2004, GIZ has been a reliable and trusted partner of the African Union (AU) to enhance inclusive growth and sustainable development on the African continent in line with the AU’s Agenda 2063: The Africa We Want. With around 250 staff, GIZ African Union cooperates with the AU Commission, as well as the AU’s specialised institutions and agencies, such as the Development Agency AUDA-NEPAD, at continental, regional and national level in more than 40 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance, Sustainable Economic Growth, Health and Social Development, as well as Just Transition.

The GIZ AU Just Transition Sector encompasses projects working on energy, infrastructure, resilience, water, land governance and agriculture. As such, it supports the AU’s goal for environmentally sustainable and climate-resilient economies and communities.

While the Office Management role supports the entire sector, this role will specifically support the Africa-EU Energy Partnership (AEEP) project as well as other tasks assigned by the Sector Coordination

Administrative procedure for projects within the sector:

Ensure that administrative procedures are aligned with GIZ’s policies and contribute to the office’s overall for travel, events and quality management.
Travel and logistics coordination for the projects within the sector
Schedule and coordinate meetings, appointments, and internal and external events, including conference room bookings and catering arrangements.
Provide general administrative support to staff members, such as document preparation.
Drafts minutes, letters and general correspondences and memos in English language.
Arrange appointments with persons from outside the project and schedules visitors to the project’s staff.
Office Management for projects within the sector:

Together with other Office Managers, serve as the administrative organisation team of the AU Sector coordination by providing secretarial support to management and ensuring the smooth daily functioning of the projects within the sector. This also entails standing-in for colleagues who are on vacation.
Contribute to the development and implementation of office policies and procedures.
Meeting room management (booking system, follow up with the Unit Internal Operation) for the respective sector
Booking system for drivers and transport in Addis, etc. for the respective sector.
Inventory support and ordering office supplies in cooperation with Unit Procurement AU ET and Unit Internal Operation.
Support procurement processes and ensure that office inventory, office supplies and resources are always well-managed and operational.
Maintain accurate and up-to-date office records and files, both electronic and physical to ensure audit-proof document filing within the sector.
Assist with the onboarding of new employees by providing necessary information and resources.
Partner Relations:

Build and maintain positive relationships with clients, vendors, and other external stakeholders.
Respond to inquiries and requests from staff and visitors in a timely and professional manner.
About You
Qualifications

A minimum of Bachelor’s degree in business administration or related fields relevant to the post
Professional experience

A minimum of 3 years of relevant working experience in administrative project support and management of project offices
Previous experience in working with the GIZ AU Office considered an asset
Other knowledge, additional competencies

Knowledge of administration and office management; experience with travel management and event organization, experiences in international organizations is an asset
Experience and knowledge in application Microsoft Office software as well as relevant S4 applications
Business Fluency in Amharic and English language skills, written and oral, further languages skills relevant for the African Union context are considered an asset
Interest and affinity in innovation management and change processes in large organisations
High degree of efficiency, team-working, integrity and accountability