Secretary

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) is a federally owned organisation. We work worldwide in the field of international cooperation for sustainable development. Our mandate is to support the German Government in achieving its development objectives. We provide viable, forward-looking solutions for political, economic, ecological and social development in a globalised world. Sometimes working under difficult conditions, we promote complex reforms and change processes. Our corporate objective is to improve people’s lives on a sustainable basis.

GIZ has operations in 130 countries in Africa, Asia, Latin America, the Mediterranean and Middle East regions, as well as in Europe, Caucasus and Central Asia. We employ almost 17,000 staff worldwide, more than 11,000 of whom are national personnel. Since 1999 GIZ has maintained a representative office in Hanoi, which provides a full range of services to around 20 projects and programmes in Viet Nam.

German International Cooperation (GIZ) is looking for a highly motivated and qualified Vietnamese national to join its team at the country representative office in Hanoi for the position of Secretary

Duty station: Hanoi                

Duties and responsibilities:

1. Secretariat work and services
- Organises and coordinates the management team’s schedule( Country Director and 2 Deputies)
- Reminds, updates and notifies the management team of daily appointments
- Prepares and organises information materials for the country director and/or meetings
- Answers, reviews, forwards and/or takes calls
- Manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
- Replies and looks after correspondence
- Photocopies and scans documents as needed
- Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. taking minutes
- Prepares agenda for meetings of Management Committee
- Maintains project data lists, contact lists and other relevant lists of GIZ Vietnam
- Supports visitors to office, e.g. preparation of work schedule, coordinates meeting and other tasks upon request
- Advises experts and visitors on questions relevant to their scope of work.
- Ensures adequate communication internally and externally.

2.Office coordination, office management and general coordination
- Ensures the flow of information, overall smooth management of the office support structure for the management team.
- Deals with leave requests for contracted experts
- Coordinates and monitors schedules and ensures agreed blocks of time are kept for planned events relating to GIZ Vietnam
- Coordinates and organises rooms for meetings
- Coordinates equipment etc. required for meetings

3.Administration
- Maintains a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
- Updates the filing system daily with incoming and outgoing correspondence
- Performs other duties and tasks upon request of the management team

Minimum requirements:
- University degree in office management/business administration
- At least 3 years’ professional experience in a comparable position
- Good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office)
- Excellent proficiency in written and spoken English and German
- Excellent  management and organisational skills
- Strong team spirit and flexibility

Successful candidates will enjoy good working conditions with a friendly and creative working environment, an open corporate culture, a clear career path with opportunities, competitive benefits and compensation, and good policies of training and development.

Interested qualified candidates are invited to send their application, CV and photo in English to one of the following addresses before 7th September 2012.

By Post: GIZ Office Hanoi, 6th Floor, Hanoi Towers, 49 Hai Ba Trung Street, Hanoi, Viet Nam
By email: [email protected]
Note: Please state ‘Application for Secretary” on the envelope or in the subject line.
Only short-listed candidates will be contacted.
GIZ – YOUR PARTNER FOR A BETTER FUTURE
For further information please visit our website www.giz.de/vietnam

Job Details
Organisation Name: 
GIZ
Location: 
Ha Noi
Application Deadline: 
Fri, 2012-09-07