Office Manager 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: Office Manager

Vacancy No: 012
Location: Abuja
Employment Type: Full-time
Organization: GIZ Nigeria, Support to the ECOWAS Commission on Organizational Development (OD)

Background
GIZ. Solutions that work:

• As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world.
• GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security.
• The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector, and governments of other countries. We work with businesses, civil society actors, and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity. Our main commissioning party is the German Federal Ministry for Economic Cooperation and Development (BMZ). The registered offices of GIZ are in Bonn and Eschborn. Our approximately 23,500 employees, almost 70 percent of whom are national personnel, work in around 120 countries (July 2020).
• GIZ has worked in Nigeria since 1974. From 2004, GIZ has maintained a country office in the capital city Abuja. Currently, 466 national and 63 international employees, 37 regional staff, 4 integrated specialists, and 3 development workers are working in the country (January 2025).

The Project

• Support to the ECOWAS Commission on Organizational Development (OD)
• The Project “Support to the ECOWAS Commission on Organisational Development – Phase II” is aimed at strengthening the capacities of the ECOWAS Commission on a sustainable basis so that it can more effectively perform its key role in promoting the political and economic integration of its member states and in securing peace in the region. Cooperation within ECOWAS is actively supported wherever relevant.
• In the context of BMZ 2030, the project will contribute to the core area of ‘peaceful and inclusive societies’ and its ‘good governance’ area of intervention.
• The project supports, amongst others, the Office of the Vice President of the ECOWAS Commission, with a special focus on the Strategic Planning and Monitoring and Evaluation Directorate. Furthermore, the project works closely with ECOWAS directorates and departments with cross-cutting functions, like the Department of Human Resources, the Finance Department of the ECOWAS Commission, and the Directorate of Internal Audit and Evaluation of Operations at the EBID. In addition, the project cooperates with the newly created Office of the Auditor General.
• A new communication-focused component has also been added to the project. This component will strengthen the internal and external communications of the ECOWAS Commission generally, in addition to specifically providing support to the Directorate of Communication of the Commission.

The project focuses on the following outputs:

• Strengthening Results-Oriented Management.
• Integrating Gender Equality Measures.
• Enhancing Digital Tools and Knowledge Management.
• Management Compliance with International Standards at ECOWAS.
• Strengthening Communication Efforts of the ECOWAS Commission.

Responsibilities & Tasks
Responsibilities:

• Perform the specified commercial, organizational, and administrative tasks correctly and on schedule in collaboration and consultation with your line manager, in accordance with the specified objective and with due regard for legal, contractual, and internal requirements and procedures.
• Deal independently with specialist matters and use the necessary digital tools for knowledge management. Ensure that day-to-day business runs smoothly, respond to written enquiries, reply to non-standard queries, prepare reports and correspondence, and translate texts where necessary.
• Maintain appropriate internal and external communications. Use multilingual skills required to deal with specialized contexts.
• Provide general information within your specialist area based on established processes and with due regard for compliance rules. Also, provide information and advice on internal workflows.
• Support knowledge management and ongoing process development in your area of responsibility, preparing and sharing documentation.
• Perform the tasks assigned by your line manager where required.

Tasks:

• Administrative Coordination: Ensure the smooth operation of day-to-day business by handling organizational and administrative tasks, such as scheduling, maintaining records, travel reimbursement, and managing correspondence.
• Documentation and Reporting: Prepare and manage reports, correspondence, and documentation while ensuring accuracy and compliance with organizational standards. Translate texts as necessary to facilitate communication.
• Knowledge Management: Support the implementation and maintenance of digital tools for knowledge management, ensuring the accessibility and organization of information within the cluster.
• Compliance and Workflow Advisory: Provide advice and guidance on internal workflows, ensuring compliance with organizational and legal regulations. Address non-standard queries and ensure processes align with established guidelines.
• Support for Process Development: Contribute to the ongoing development and optimization of processes within the cluster by documenting and sharing best practices and lessons learned.
• Liaison with Line Manager: Collaborate closely with the cluster coordinator to execute assigned tasks effectively, ensuring alignment with organizational objectives and priorities.
• Event and Meeting Coordination: Organize and support meetings, events, and workshops, including logistics, agenda preparation, and follow-up documentation.

Required Qualifications, Competencies, and Experience
Qualifications:

• Degree in Business Administration, Office Management, Public Administration, or a related field.
• Additional certifications in project management or organizational development are an advantage.

Professional Experience:

• At least 3-5 years of relevant experience in administrative coordination, office management, or similar roles, preferably within an international or multicultural organization.

Other Knowledge and Additional Competencies:

• Excellent written and verbal communication skills, with proficiency in English required and additional knowledge of French or other ECOWAS regional languages highly desirable.
• Proven ability to engage effectively with diverse internal and external stakeholders.
• Proficiency in using digital tools for office management, knowledge management, and communication (e.g., MS Office Suite, collaboration platforms).
• Strong organizational skills with attention to detail and the ability to manage multiple tasks and deadlines efficiently.

Salary
According to GIZ salary scale for Band 2.

Application Closing Date
13th February, 2025.

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 "Vacancy no. 012" as the subject of the mail.

Note

• 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.
• Please note that only shortlisted candidates will be contacted