Description

VA No.: 074

The Project: Zentrum für Migration und Entwicklung ZME

• The global programme Zentrum für Migration und Entwicklung ZME, commissioned by the German Federal Ministry for Economic Cooperation and Development BMZ and implemented by GIZ, aims to equip partner structures to assist specific target groups sustainably with regular labour and educational migration, voluntary return, sustainable reintegration, and regional migration. ZME follows the Programme Migration for Development PME. In partnership with the Nigerian Federal Ministry of Labour and Employment FMLE, PME established the Nigerian-German Center for Jobs, Migration and Reintegration NGC, which provides counseling services and advice on prospects for both returning and potential migrants in Nigeria, economic reintegration support, and information on vocational and educational opportunities.
• In the context of ZME, NGC enhances FMLE's capacity to offer target group-specific services for regular and safe labour and educational migration, regional migration, and reintegration. This involves strengthening FMLE's capacity for effective migration management, aligning advisory inputs with Nigeria's needs and destination countries, and providing gender-specific support services to FMLE.

Responsibilities and Tasks:

Responsibilities:

The Administrative Assistant is responsible for:

• Providing administrative services for the ZME programme.
• Ensuring compliance with financial and administrative tasks.
• Updating travel and inventory tasks.
• Working closely with Admin/Finance managers and officers.
• Meeting the administrative needs of the project with a high degree of independence.
• Ensuring timely completion of relevant admin processes.
• Managing the cash box at the office in Benin.

Tasks:

Coordination:

• Assist in planning activities for the programme.
• Prepare and coordinate with partners for meetings and workshops.
• Ensure tasks are completed within deadlines.
• Support in organizing events for the centre.
• Maintain and regularly update a list of contacts and addresses.
• Run errands such as delivering and collecting documents.

Travel Management, Inventory, and Logistics Functions:

• Assist the team in preparing monthly travel and logistics support.
• Arrange travel for the project team, including bookings and advance requests.
• Track duty trips with travel management support.
• Maintain records of travel claims.
• Ensure assets are properly labeled and assigned inventory numbers.
• Coordinate logistics support with external clients and courier services.

Administration:

• Organize administrative and logistical aspects of programme activities.
• Coordinate service delivery with the GIZ office.
• Support procurement of goods and services for the project.
• Ensure monthly fuel and diesel consumption reports.
• Follow up on information flow and deadlines, prepare notification letters, archive documents, and organize meeting agendas.
• Regularly check and report stationery stock levels.
• Ensure computers and software function properly.
• Maintain programme inventory.
• Manage confidential files, especially in administration.
• Support photocopying and scanning of documents as required.

Other Duties/Additional Tasks:

• Perform other duties and tasks as requested by management/Team Leader.

Required Qualifications, Competences, and Experience:

Qualifications:

• A degree B.Sc. in Accounting, Finance, Business Administration, or a related field.

Professional Experience:

• At least 1 year of professional experience in a comparable position.
• Experience with GIZ is an added advantage.

Other Knowledge, Additional Competences:

• Good working knowledge of ICT tools software, phone, fax, email, the internet and computer applications e.g., MS Office.
• Good working ethics.
• Proficiency in the widely used language in the country; knowledge of German is an advantage.
• In-depth understanding of administrative processes.
• Basic management and administration experience.
• Willingness to upskill as required.