Administrative Assistant at Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ)

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH (German Agency for International Cooperation) is an international enterprise owned by the German Federal government, operating in many fields across more than 130 countries.

In Nigeria, GIZ's portfolio includes among others, a programme to support the Economic Community of West African States (ECOWAS) in its regional integration goals. The programme aims to strengthen sector-specific capacities in the areas of Peace and Security, Customs and Trade as weir as Strategic Management and Organizational Development in the ECOWAS Commission.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Vacancy No: 109
Location: Abuja
Employment Type: Full-time
Organization: GIZ Nigeria, Country Office

Responsibilities
The Administrative Assistant will provide comprehensive administrative support to the Visa Unit. Key responsibilities include:

• Supporting colleagues with processing official work permits and visa on arrival requests. This extends to consultants.
• Updating the IDA country page with updated information on VISA processing, Standard Operating Procedures (SOPs) and FAQs.
• Coordinating with the Visa Consultant on requests, tracking progress, and providing timely updates.
• Supporting the unit's planning and reporting processes.

Tasks
The Administrative Assistant performs the following tasks:
Administration:

• Acknowledging and tracking visa requests submitted to the unit's email.
• Reviewing visa applications for completeness and providing timely guidance on required documentation.
• Preparing GIZ supporting letters for visa processing.
• Monitoring visa expiration dates and notifying staff for timely renewal or exit procedures.
• Processing and tracking invoices submitted by the Visa Consultant.
• Preparing weekly updates on the status of visa requests.
• Maintaining physical filing systems and ensuring data confidentiality.
• Organization of all meetings / sessions for the unit.
• Performing other administrative tasks as required.

System Management:

• Maintaining forms, templates, and digital and physical filing systems.
• Performing other system management tasks as required.

Required Qualifications, Competences and Experience
Qualifications:

• (Higher National) Diploma or Degree in Secretarial Studies, Business Administration, Social Sciences, ICT or related field.

Professional experience:

• At least 2 years’ professional experience in a comparable administrative role.
• An internship or experience in GIZ would be a strong advantage.

Other knowledge, additional competences:

• Strong proficiency in IT technologies (software, phone, fax, email, internet) and computer applications (MS Office Suite, Outlook).
• Excellent written and verbal communication skills in English.
• Ability to work independently, take initiative, and be resourceful.
• Strong organizational skills, attention to detail, and time management abilities.
• Ability to meet deadlines and work under pressure.
• Willingness to learn new skills and adapt to changing requirements.

Salary
According to GIZ Salary Scale for Band 2.

Application Closing Date
25th November, 2024.

How to Apply
Interested and qualified candidates should send their CV and Letter of Motivation as one document with complete contact details to: [email protected] using the Job Title as the subject of the mail.

Note

• Please include vacancy no. 109 in mail subject
• GIZ is an equal opportunities employer committed to diversity. All qualified candidates, regardless of disability, age, sex, ethnicity, race, and religion are encouraged to apply.
• Only shortlisted candidates will be contacted.