A. Responsibilities

The Office Manager is responsible for ensuring the smooth operation of daily office functions and providing administrative support to the office and project teams. The position ensures efficient communication, proper documentation, logistical coordination, and adherence to GIZ rules and procedures.

• Providing comprehensive high-quality support to GIZ Syria office on all aspects of the office management according to GIZ rules and regulations.
• Good communication flow, particularly with the office team and wider programme and support staff.
• Assisting the finance/admin team with procurement, contracting, and finance processes, and facilitating project logistics, communication, documentation, and coordination.
• Supporting compliance with GIZ financial and administrative regulations.

B. Tasks

1. Office coordination and management:

• Ensure the efficient day-to-day running of the office.
• Manage office supplies, stationery, inventory and preparing purchase requests when needed.
• Support maintenance of office equipment and arrange repairs when necessary.
• Receive visitors and ensure a professional office environment.
• Coordinate equipment and organise rooms for meetings.2.

2. Administration:

• Assist in scheduling meetings, preparing agendas and taking minutes when requested.
• Assist in organising events, workshops and internal meetings.
• Ensuring all project and newly hired GIZ Syria staff are fully equipped with the necessary IT equipment.
• Organise and maintain a proper filing system according to the rules and regulations.
• Ensure compliance with GIZ processes and regulations (P+R).

3. Bookkeeping/Cashier:

• Maintain the petty cash box in accordance with GIZ rules.
• Process payments after receiving the complete and approved supporting documents.
• Prepare monthly cash.
• Prepare and check vouchers (cash and bank), ensuring completeness, correctness and compliance with GIZ regulations.
• Post and record vouchers and transactions in the GIZ system.
• Follow up with GIZ staff on bookings, pending documents and monthly closure requirements.

4. Other General Administration Tasks:

• Support GIZ Syria office in routine HR-related coordination, including scheduling interviews, preparing documentation.
• Provide staff with updated information on relevant administrative procedures and guidelines and assist in maintaining simple internal administrative processes within GIZ Syria.
• Provide translation and interpretation support for non-technical documents and meetings when required.
• Carry out additional administrative and coordination tasks as assigned by the direct superior.