Administrative Specialist at GIZ Rwanda

Vacancy Announcement

Administrative Specialist

for Cluster Great Lakes Region

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

Summary of the Cluster

The Great Lakes Region (GLR) Cluster consists of two regional projects “Cooperation on peace, security and responsible resource governance in the Great Lakes Region of Africa” and “Women, Peace & Security in the Great Lakes Region”. The main thematic areas of the cluster are mineral governance as well as Peace&Security. Further regional projects might join the cluster in the future.

Co-funded by the BMZ and the Ministry of Foreign Affairs of the Netherlands, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) has been mandated to implement the third project phase of support to the International Conference on the Great Lakes Region (ICGLR) from December 2022 – May 2026. The overall objective is to strengthen cooperation on the responsible governance of natural resources for peace and security in the Great Lakes Region. In addition, a second co-financing was concluded with the European Union (EU) Delegation to Rwanda to support bilateral activities to enhance “Sustainable Development of the Mining Sector in Rwanda” in cooperation with the Rwanda Mines, Gas and Petroleum Board (RMB).

Candidate Profile

• Open minded, respectful and confident personality in combination with very good communication skills
• Supports other team members in the Administration and Finance Cluster Team as part of a collaborative approach
• Independent personality with high integrity and understanding for protection of sensitive information

Location: Kigali

FixedTerm: 01.11.24 – 30.11.25

The Administrative specialist performs the following responsibilities and tasks:

Responsibilities

• Cluster travel processes (flight ticket booking and travel settlements/advances)
• Cluster logistics (inventory and stock management)
• Selected finance and procurement processes of the cluster in collaboration with other team members

Tasks

Administrative tasks related to travels

• Books flight tickets for partner staff via the travel agency contracted by a GIZ framework contract respecting the relevant rules for ticket procurement
• Liaises with the relevant cluster and partner staff on the processes related to the booking of flight tickets in order to improve efficiency and reduce costs
• Supports the country office in the proper documentation for the payment of invoices of the travel agency for flight tickets to assure the timely payment of flight tickets
• Tracks the status of partner flight tickets and necessary reimbursements by travelers
• Organizes travel advances for cluster and partner staff for local and international trips
• Organizes travel settlements for cluster and partner staff for local and international trips (apart from Burundi)

Administration and Logistics

• Organizes administrative and logistical aspects of cluster activities (meetings, workshops etc.)
• Monitors the availability of accessories and stock and carries out procurement in accordance with guidelines
• Organises filing documents in reference files or in DMS in line with GIZ’s filing rules
• Organises the project’s inventory across all the project’s locations
• Ensures, documents and monitors proper use of project’s consumables
• Ensures security requirements of respective GIZ Country Offices are in place
• Ensures the follow-up on office space maintenance

Procurement & Finance (in interim function or flexibly during times of high workload)

• Supports financial management and project accounting processes, such as cash withdrawals, keeping the cashbook and bank accounts, preparing and entering vouchers, assuring liquidity, receivable management & checking of local invoices
• Supports procurement processes, such as advising technical project staff on the mode of service delivery, executing local procurements for services, goods and hotels on cluster level as per cluster delegation, negotiating with suppliers/bidders, assuring a proper documentation of procurement processes as per GIZ rules & following up on ongoing procurement processes in the GIZ Country Offices and GIZ HQ

Required Qualifications, Competences and Experience

Qualifications and professional experience

• At least seven (7) years of relevant work experience in the area of administration and finance or equivalent
• University degree (bachelor’s degree or equivalent) in Business Management/Administration, Logistics, Finance or related areas
• Working experience in regional or international organizations/companies is an advantage
• Working experience in GIZ projects is an advantage
• Work experience in the administrative or finance sector of development cooperation is an advantage

Other knowledge and additional competences

• Excellent IT skills (Microsoft Office, i.e. Excel, Teams, Word etc.)
• Ability to work independently, self-structure the workload and come up with proactive ideas on how to improve the project’s workflows
• Ability to work in a multicultural team
• Languages: Excellent oral and written French and English is required. Knowledge of other languages (Arabic, German, Kirundi, Portuguese, or Swahili) is a plus.
• Excellent interpersonal skills: Open minded, respectful, collaborative and confident personality in combination with very good communication skills

Interested candidates should submit their application (motivation letter, updated CV, certificates and references) via our electronic job portal by using the button until 6^thOctober 2024 at 4:00 PM. All attachments should be put together in one PDF file not larger than 2 MB.

GIZ is a signatory of the Diversity Charter. Recognition, appreciation and inclusion of diversity in the company are important to us. All employees shall be valued - regardless of gender and gender identity, nationality, ethnic origin, religion or belief, disability, social background, age or sexual orientation. We support equal opportunities and welcome applications from people with disabilities.

This includes the provision of reasonable accommodation, if needed, in order to participate in the job application and interview process and to perform essential job functions. Please let us know, if you have any particular requirements should you be invited for assessment/interview or that you wish us to consider, when considering your application.

Women and persons with disabilities are particularly encouraged to apply.

Only shortlisted candidates will be contacted for test and interview.

GIZ Office Rwanda

KN 41 St. / Nr.17, Kiyovu

P.O. Box 59, Kigali,

Rwanda

GIZ reserves all rights!