Administrative Specialist - GIZ South Africa

Join our team as an Administrative Specialist and be part of the impactful work we do in the Partnerships for Prevention of Gender-Based Violence (PfP) regional programme. Working closely with the PfP Regional finance administration team and under the technical supervision of the finance manager, you will play a crucial role in ensuring the smooth operation of procurement and contracting processes. From preparing service contracts, grant agreements, financing agreements, and local subsidies to overseeing their implementation, you will be at the forefront of financial management.

In addition to your core responsibilities, you will provide valuable support in general financial processes, accounting, contract processes, and total programme inventory tracking. As an Administrative Specialist, you will also step in for the programme Finance Manager when needed, contributing to the overall success of the programme. Your collaboration with existing cluster projects and adherence to standard operating procedures will be essential in meeting the specific needs of each country where PfP is implemented.

Based at our GIZ office in Hatfield, Pretoria, this position offers a contract period until 30 November 2024, with the possibility of extension. As the support function for the Finance Manager, you will actively contribute to PfP implementation in South Africa, Lesotho, Zambia, Zimbabwe, Namibia, and Botswana. You can expect intermittent travel within the region, allowing you to engage directly with our partner countries.

At GIZ, you will become part of a global network characterised by diversity, respect, and genuine equal opportunities. We prioritise gender equality promotion, and being a signatory of the Diversity Charter, we value and include employees regardless of their gender, gender identity, nationality, ethnic origin, religion or belief, disability, social background, age, or sexual orientation. We particularly welcome applications from individuals with disabilities as we strive to increase their representation within our workforce.

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To be eligible for this role, you should possess the following qualifications:

• A University Degree in Business Administration, Finance, Economics, or an equivalent field.
• Additional qualifications in Accounting, Contract Management, or Procurement would be advantageous.
• We value candidates who bring a strong educational background in relevant disciplines, and any additional expertise in accounting, contract management, or procurement will be highly beneficial in effectively carrying out the responsibilities of the role.

Required Professional Experience:

We seek individuals with a strong background in their respective fields, showcasing extensive experience in Procurement, Contract Management, Event coordination, and knowledge management. Familiarity with development cooperation agencies or CSOs will be seen as an additional asset, demonstrating an understanding of the sector's unique challenges and dynamics.

• A minimum of 5 years' relevant experience in a comparable position
• Demonstrated experience in managing Procurement Processes or Contract Management
• Proven track record in the preparation and support of large events, trainings, and workshops
• Experience working with knowledge information management systems
• Previous experience in development cooperation agencies and/or civil society organizations (CSOs) would be advantageous

To thrive in this role, the following qualities are essential:

• Proficient knowledge of IT technologies, including commonly used software, phone systems, email, and internet usage. Additionally, familiarity with standard MS Office applications such as Outlook, Word, Excel, and PowerPoint is essential.
• Experience with GIZ internal IT systems, such as SAP and OnSite, will be advantageous and considered an added asset.
• Excellent communication skills, both spoken and written in English, are vital for effective interaction within the organisation and with external stakeholders.
• Demonstrated sensitivity to customer service, ensuring a client-centered approach in all interactions.
• Ability to quickly grasp instructions, seek clarification when needed, and work independently with minimal supervision to deliver results within designated timelines.
• Willingness to continuously upskill and stay updated with industry trends and advancements.
• Motivation to thrive in a multicultural work environment, fostering collaboration as a strong team player.
• Possession of a valid driver's license is an added advantage.
• Availability for international travel within the SADC region.

These qualities will enable individuals to perform optimally, adapt to evolving requirements, and contribute effectively to the organisation's goals.

What you will be doing:

Contract Management:

• Provide guidance to the technical team regarding the procurement of contracts, financing arrangements, and event/workshop procurement.
• Assist the Finance Manager in conducting quality checks on documentation before initiating contracting processes, ensuring compliance with policies and regulations while maintaining document completeness.
• Collaborate with the Finance Manager to initiate procurement requests and coordinate with procurement and contracting offices at both country and headquarters levels.
• Participate in legal and commercial eligibility checks for recipients of financing arrangements, offering solution-oriented advice.
• Organise or participate in inception meetings, presenting GIZ's financial processing requirements in collaboration with existing project structures.
• Monitor project contracts, ensuring adherence to timelines and conditions, and facilitate contract closures or amendments as necessary.
• Arrange mandatory contractual audits and support the process, addressing any findings alongside contractual partners.
• Conduct required trainings on GIZ internal procedures for contract management and accounting for financing recipients.
• Uphold a professional image of GIZ's procurement competencies, ensuring the quality and transparency of procurement documentation.
• Maintain an efficient filing system and monitoring tools.

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General Administration:

• Coordinate logistical services for travel, events, workshops, and incoming project visitors in coordination with relevant administration officers.
• Support travel settlement processes and conduct quality checks on documents.
• Liaise closely with country colleagues in administration and finance roles, ensuring accurate administration and management of PfP program inventory across all countries.
• Coordinate meetings, including preparation of participant lists, conference room requests, and other related tasks.
• Respond to administration-related queries, conduct research, and provide guidance aligned with policies and regulations, utilizing appropriate templates.
• Ensure proper document filing on the Document Management System (DMS) for finance and administration-related documents.
• Assist with stand-in duties and representation in meetings.

Finance-related Tasks:

• Collaborate with the Finance Manager to follow up on the clearance of open items such as receivables, liabilities, and commitments in coordination with officers in PfP implementation countries, reporting to the Finance Manager.
• Conduct arithmetic and compliance checks on accounting submissions related to project contracts and procurements for all PfP implementation countries, working closely with the country teams.
• Support the implementation of cost per output using onsite operations, advising teams on coding of vouchers, updating systems with correct coding, and managing monthly payments and planning adjustments.
• Assist in the preparation of supporting documents, file notes, and self-prepared vouchers to ensure complete and accurate bookings when required.
• Provide direct support to implementing partners (financing recipients) in budget costing for proposal development, advising on sound spending aligned with proposed budgets, and submission of proper accounting documentation to GIZ.
• Develop monitoring tools for effective management of open items, providing timely updates and overview to the project management.
• Support the update of the signatory policy encompassing all program implementation countries.
• Assist in internal control processes.
• Perform additional tasks as required.