Executive Management Assistant

Job Description

Responsibilities
Executive Management Assistant is responsible for:

Executive Management support and personal assistance to the Country Director
Support of Deputy Country Director (DCD) and Director of Administration and Finance (DAF)
Support of internal and external communications of GIZ Ethiopia and Djibuti
Support of preparation of Country Office steered internal and external meetings
Handling of high ranking visitors
The Executive Management Assistant performs the following tasks:

Tasks
Personal assistance to the Country Director and management support
Manage the Country Director’s incoming and outgoing correspondence and signature files
Organization and update of the country director’s Outlook calendar.
Prepare and organize information materials for meetings of the Country Director.
Management of meeting participants, invitations and bookings of meeting facilities
Circulation of meeting and conference agendas and protocols.
Preparing responses to incoming correspondence; drafting of emails, official letters, Power Point presentations
Management of the Country Director’s, the DCD’s and DAF’s travel itineraries including settlement of travel costs; travel support of the portfolio management team.
Management of internal and external distribution and phone lists of the Country Office
Support of the day-to-day running of the Country Office
Handling of high ranking visitors
Prepare and manage agendas and schedules of incoming and outgoing missions
Organizing all GIZ specific requirements pre-arrival, during the stay and at departure for internal and external high ranking visitors in close cooperation with the events and the portfolio management team.
Reception and guidance of high ranking internal and external visitors
Internal and external communications (PR)
Support and substitute PR officer in internal and external communications
Coordination of social media activities, internal and external web content of GIZ Ethiopia and Djibuti
Support of editing and designing of social media, web content and internal communication tools, e.g. GIZ presentations and country brochures
Support of organization of internal and external events of the Country Office
Support for media related procurements
Compile information materials for the media and monitoring of the media
About You
Required qualifications, competences, and experience
Academic Qualification:

B.Sc. in communication or business administration or a related field with focus on PR, internal and external communications
Professional experience:

At least 5 years professional experience in an executive management support function.
Communications specialist, with proven ability to communicate professionally, clear, articulate, and accurately, both verbally and in writing.
Excellent written and oral skills in standard and business English, with proven experience in typing, editing, and formatting of presentations, reports, manuals, newsletters, intranet / internet content, as well as other documents.
Very good written and oral skills in German are an asset
Highly organised multitasker, with active listening skills and excellent time management.
Proven experience with a range of office software programs, including MS Word, MS Excel, MS Teams, MS Power Point, other graphic presentation software and Concur
Highly experienced in the use of MS Outlook as an email and calendar tool.
Familiar with standard web-browsers, including using the Web for research.
Experienced in the coordination of video- and audio conference calls.
Knowledge of GIZ-specific platforms and software packages (e.g., Intranet; SAP; DMS, etc.) is an asset.
Key professional competencies:

Communications specialist, with proven ability to communicate professionally, clear, articulate, and accurately, both verbally and in writing.
Excellent written and oral skills in standard and business English, with proven experience in typing, editing, and formatting of presentations, reports, manuals, newsletters, intranet / internet content, as well as other documents.
Very good written and oral skills in German are an asset
Highly organised multitasker, with active listening skills and excellent time management.
Proven experience with a range of office software programs, including MS Word, MS Excel, MS Teams, MS Power Point, other graphic presentation software and Concur
Highly experienced in the use of MS Outlook as an email and calendar tool.
Familiar with standard web-browsers, including using the Web for research.
Experienced in the coordination of video- and audio conference calls.