The GIZ Jordan Country Office is seeking to hire an “Administrative Specialist – Manager of the Country Director's Office” based in Jordan- for full-time base employment.
Qualifications and specialist knowledge
- Bachelor’s degree in business administration, Management, Public Relations, or a related field. A master’s degree is a plus.
- Minimum of 5 years of experience in office management, executive assistance, or a similar role.
- Proven experience in event management and organizing high-level visits.
- Experience in managing the calendar and schedule of senior executives.
- Strong proficiency in English, both written and spoken; knowledge of German is an advantage.
Skills:
- Excellent organizational and multitasking abilities.
- Strong communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS teams).
- Ability to work independently and handle multiple tasks simultaneously.
- Strong attention to detail and problem-solving skills.
- Ability to handle sensitive and confidential information with discretion.
- Fluency in English and Arabic; German is an asset.
Personal Attributes:
- Professionalism and a high degree of integrity.
- Flexibility and adaptability to changing priorities and demands.
- Ability to work under pressure and meet deadlines.
- Strong sense of initiative and proactive approach to work
Main Responsibilities
- Office Management & Administrative Support
Oversee the daily operations of the Country Director’s office, ensuring efficient, professional, and well-maintained office management. This includes managing confidential information, organizing files, and preparing financial documents, expense reports, and budgets.
- Calendar & Meeting Coordination
Manage the Country Director’s calendar by scheduling meetings, appointments, and travel arrangements. Prioritize tasks and ensure the Director is informed of upcoming commitments and responsibilities.
- Stakeholder Communication & Liaison
Serve as the primary point of contact between the Country Director and internal/external stakeholders, ensuring clear, timely communication. Manage correspondence, including drafting emails, letters, reports, and taking minutes when necessary.
- High-Level Meetings & Event Coordination
Plan, coordinate, and execute high-level events, such as meetings, conferences, and workshops. Handle logistics, including venue selection, catering, transportation, and accommodation, ensuring adherence to GIZ standards.
- High-Level Visit Arrangements
Organize and manage the logistics for high-level visits of government officials, donors, and international partners. Ensure all necessary arrangements for protocol, security, and hospitality are in place.
- Database & Relationship Management
Maintain and update databases for senior counterparts of the German Jordanian Development Cooperation. Coordinate specific tasks and relationships with external partners, including embassies and ministries.
- Communication Planning & Implementation
Develop and implement the Country Director’s annual communication plan, ensuring effective communication strategies aligned with organizational goals.
- Event Location & Logistical Management
Identify and maintain a list of preferred event locations, hotels, and catering services. Establish framework agreements for event services, ensuring quality and consistency.
- Additional Responsibilities & Flexibility
Be willing to perform tasks outside the immediate scope of the job description when appropriate and reasonable, supporting other departments and ensuring alignment with the Country Director’s objectives.
Where appropriate and reasonable, the position holder is willing to perform tasks outside the scope of the job description.
Emanating from GIZ’s role in enhancing and promoting the efficiency and competency of its political partners and entities and their respective employees, and in view of GIZ’s aim at maintaining and encouraging the stability of employment at its political partners and entities, this position will not be available to any official employee currently working at any of GIZ’s political partners, governmental ministry, department or entity, including any official employees who are on unpaid leave.
GIZ is committed to gender balance and diversity without distinction as to race, gender or religion, and without discrimination of persons with disabilities. Remuneration will be in accordance with the candidate's qualifications, experience, as well as the scope of responsibility of the job announced and in line with local standards.
GIZ would like to increase the proportion of employees with disability. Applications from persons with disabilities are most welcome.
GIZ will send feedback only to the candidates that are shortlisted and interviewed.