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Office Manager

Commissioning party

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Dag-Hammarskjöld-Weg 1-5

D-65760 Eschborn; Germany 

Tel. ++49-(0)6196-79-0

GIZ Tunisia – Libya Programme

Rue Le Grand Boulevard de la Corniche

Imm. Le Boulevard

Les Berges du Lac II

1053 Tunis, Tunisia

+216 31 40 94 03

GIZ Libya 

Hay Al Alandalus, Tripoli – Libya 

Tel.: +218(0) 21 715 5822 

Fax: +218(0) 21 4782279 

Internet: www.giz.de 

Country of assignment

Libya

Period of assignment

One year with the option to be prolonged

Project description  

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH has been working in Libya since 2005. GIZ has been carrying out projects on behalf of the German Government since 2011, apart from in 2014 due to the civil war. In view of the fragile security situation in the country, GIZ’s Libya Programme is managing these projects from Tunisia for the time being. GIZ runs an office in Tripoli for the work on the ground. 

In this context, GIZ Libya is looking for an Office Manager to be based in Tripoli – Libya.

The holder of this position is responsible for:

•Ensuring that the GIZ office in Tripoli is operational to meet GIZ standards;

•Ensuring the daily work runs smoothly and properly in the Cluster Office in Libya;

•Maintaining effective communication and information flow between the Cluster office, the technical staff as well as with external service providers of the office building.

Tasks of the Office Manager

With guidance from the Administrative Manager, the Office Manager is responsible for:

1. Office Management:

• Representation of the office: reception of partners, visitors and service providers and guide them through the Tripoli office;
• Organizing a neat waiting area (providing coffee to guests);
• Managing the reception (phone, reception, letters…), maintain the cluster filing system for incoming and outgoing letters, faxes, emails, and documents;
• Dealing with correspondence, complaints and queries and guide them to the responsible colleagues;
• Managing of safe storage rooms for office supplies (stationery, toilet & kitchen supplies…) of the Cluster in a systematic and user-friendly way;
• Monitoring the consumption and purchase needed of office supplies in close cooperation with the procurement professional;
• Maintenance for the building (contact the landlord, service providers etc.) in close coordination with the Cluster Administration Manager;
• Maintenance of the IT-infrastructure and the office generator: collect needs and communicate shortcomings to the Administrative Manager;
• Managing the cleaning personnel to assure a clean office;
• Management of the meeting rooms, provide reservation lists and support projects with meetings, workshops etc. in the Tripoli office;
• Assist the filing, file management and database maintenance, in reference files or in DMS in line with GIZ’s filing rules;
• Organize the non-technical correspondence of the cluster, for example cover letters, invitations, organizational charts etc.

1. Support to projects

• Reminding and supporting AV and/or the responsible technical project staff to conduct the annual physical inventory; 
• Provide of administrative support in all tasks and needs of the program in all organizational matters in addition to planning and implementation;  
• Support the technical experts as well as the project consultants in their functions.

1. Additional Tasks

• To work closely with the Administration Manager when requested;
• Performs other activities and tasks on the instruction of his/her superior.

Qualifications and Professional experience

The necessary qualifications for the position of Office Manager are: 

• University degree in office management/administration or similar area;
• 1-3 years’ professional experience in a comparable position.

Other knowledge, additional competences

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office);
• Good knowledge of the English language; 
• Good management and organisational skills;
• Good teamwork skills;
• Willingness to be proactive and to take personal responsibility;  
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

The Office Manager will be based in the GIZ Libya Office in Tripoli

GIZ Gender Policy

GIZ as an equal opportunity employer aims to promote the role of women in society and in its programs. Therefore, women with the required qualifications and working experiences are encouraged to apply and will be prioritized, if they have the same experiences and qualifications.

If you are interested in the Office Manager position, please send your application and accompanying documents no later than 21^st of August 2022 to HR-Libya@giz.de. Please indicate in the subject line of your email: Confidential: Office Manager.

The following documents are needed:

– CV in English

– Motivation letter in English

– Copies of diploma

– At least two references from international or national institutions/employers