Office Assistant (Events Management)

  • Full Time
  • Lilongwe
  • Applications have closed

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)

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As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objective in the field of international cooperation for sustainable development. GIZ operates in more than 130 countries around the globe. In Malawi, GIZ has been working for more than 50 years. Malawi is a priority for German international cooperation and currently focuses on three priority areas: education, health and private sector development in rural areas. In addition to our work on these areas, we also work on public financial and economic management and social protection.

GIZ invites applications from suitable qualified Malawians for the following opening at the Malawi German Health Programme (MGHP):

Office Assistant (Events Management)

A. Responsibilities

The office assistant (event management) is responsible for

  • performing general clerical services related to event management.
  • logistics, payments and liquidation related to events.
  • providing documents related to event management to the finance officer.
  • complying with GIZ’s Orientations and Regulations (OuR).

The office assistant (Events management) performs the following tasks:

B. Tasks

1. Clerical services

The office assistant (event management)

  • Prepares and sends invitation letters for events in close cooperation with the technical team.
  • Prepares and maintains participants lists and DSA payment sheets.
  • Monitors confirmations to events and ensures that participants are aware of conditions.
  • Maintains and updates the database of venues and collects information about satisfaction with the service provided.

2. Administrative and financial services

The office assistant (event management)

  • Provides, prepares and coordinates the logistics for events and provides logistical and clerical services at the venue.
  • Prepares cash payments for participants according to the budget.
  • Ensures registration of participants and signing receipt of DSA and transport reimbursement by participants during the event.
  • Liquidates event related payments against the planned budget.
  • Hands over liquidation documents to the finance officer.
  • Files the documents in the related reference files (B, E) in hard/soft (DMS).

3. Other duties/additional tasks

The office assistant (event management).

  • performs other duties and tasks at the request of management.

C. Required qualifications, competences and experience

Qualifications

  • certificate/diploma or similar qualification from a recognised clerical college.

Professional experience

  • at least 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 English
  • willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

Interested candidates meeting the above listed requirements should submit their application, with a one page cover letter demonstrating how they meet the above requirements, along with a detailed CV to:

Human Resource Manager, GIZ, P. O. Box 31131, Lilongwe 3

Email: giz-malawi-hr@giz.de

The Job Title should be clearly mentioned in the subject line. Closing date for the application is 15th July 2019. Only shortlisted candidates will be contacted
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