Financial Management and Administration Assistant – GIZ – Internal/External Vacancy Announcement à Djibouti

Financial Management and Administration Assistant - Djibouti
GIZ- Internal/External Vacancy Announcement #119/2023
Better Migration Management Djibouti

The Better Migration Management III (BMM III) program aims to respond to an overall objective to improve migration management in the Horn of Africa region, and in particular to curb the trafficking of human beings and the smuggling of migrants within, though and from the Horn of Africa.

As part of the implementation of the BMM program, GIZ has a dual role both to coordinate the activities of the implementing partners based on the agreed-upon annual work plan as well as to directly implement certain activities. In furtherance of these responsibilities, GIZ works closely with government and non-government offices and officials and must maintain strong, professional relationships with many different national stakeholders in the countries of implementation

Duration of Contract: 15.10.2023
Application deadline: June 30, 2023
Place of Work: Djibouti

This position is a limited term opening for 3 months as a temporary maternity replacement. Please consider this when applying.

Responsibilities

Under the supervision of the National Coordinator and the finances head in brussels, the Admin and Finance assistant will be responsible for:

• Smooth functioning of financial administration in line with GIZ standard procedures.
• Effective coordination with the colleagues of the finance Department in Addis Ababa
• Preparing the payment voucher/cash voucher
• Support processing monthly financial data such us properly documents arranged
• Provision of assistance in accounting issues

Tasks

1. Finance

• Provide support for banking matters and all bank account operation.
• Do closing of the month in cash book
• Monitor account payable and monthly feedback to the the team leader in Finance and Project Coordinator.
• Follow up all application official journey and the settlement in accordance of the staff;
• Checks accuracy of vouchers, codes to the proper cost etc. category prepares all;
• The vouchers payments (petty cash/bank voucher);
• Maintain filling for financial section and keeps information confidential.
• Reports on all kind of critical issues in financial management to the superior.
• Work on winpaccs cash book.
• Performs other duties and tasks at the request of management.

2. Administration

• Organizes and coordinates appointments for the Country Coordinator or other BMM project staff, as directed.
• Helps organize events and document meetings, workshops, and semi4nars within or outside the project.
• Prepare invitation letter to other project staff.
• Helps prepare visitor program, travel schedules, transport of visitors, and hotel and ticket reservations.
• Verify and control the consequent filing at all levels for the bookkeeping, the contracts and the logistics.
• Follow the procurement and logistics principle and procedure and develop the correct registration of materials and handle minor procurement for the BMM project.
• Create filing system which allows the connection between purchase of material and the inventory of the program as required.
• Performs other duties and tasks at the request of management.
• Monitoring and updating if the logbook and FMS are filled.
• Contract follow up with the event.

3. Procurement of Goods and Services

• Support the project in procurement of goods under EUR 5.000 as per the GIZ rules and regulations.
• Support the project in procurement of services including local Consultants contracts under EUR 8.000 as per GIZ Rules and Regulations
• Drawing up contracts.
• Maintains checklists and the current agreed system with the department head.
• Advising projects on contract related matters.
• Following up on tenders from its publication, evaluation till awarding.
• Following up on contracts on the Cosoft till closure.
• Follows up on contracts with the project/programs using Procurement and Services Status Notification System.
• Keeps database on suppliers and conducts regular search for alternatives (update a shortists on suppliers)
• Receives and checks delivered materials.
• Checks invoice, delivery receipts and other papers and submit for signature.
• Update the onsite Asset on every procurement update/ protocol hand over.

Required qualifications, competences, and experience

Qualifications

• Bachelor’s Degree in accounting or similar;

Professional experience

• At least 3 years’ professional experience.
• Knowledge of MS EXCEL Application.
• Knowledge of an accounting software will be advantageous.

Other knowledge, additional competencies

• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office);
• Good working knowledge of English and French (mandatory). fluency in local languages is an asset;
• Good management and organizational skills;
• Customer and service-oriented attitude;
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management and;
• Working in multi-cultural environment

Application procedure:

Interested and qualified candidates shall submit their motivation letter along with their recent CV Email.

Note: -

Please make sure you mention the Vacancy Number ‘Financial Management and Administration Assistant – Djibouti #119/2023’ in the subject line of your email application. Due to large number of applications, we categorise applications with the vacancy numbers.

Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.

Only short-listed candidates will be contacted

We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.

Applications from qualified women are encouraged.