Office Manager

GIZ has been operating in Syria since 1976.

It has thus established valuable contacts in civil society and garnered experience that is now crucial for supporting the country.

From 2013 onwards, it worked without government involvement with the assistance of local non-governmental organisations.

Despite the difficult conditions, GIZ has consistently contributed to improving people’s living conditions.

In view of the developments since December 2024, which have led Syria into a decisive phase of transformation, GIZ plans to reopen its Country Office in Damascus in 2026.

It is currently implementing ten projects on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) and the Federal Foreign Office, with co-financing from the European Union and other donors.

From 2026, the portfolio is planned to be expanded by several new projects.

Your tasks 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.

Your profile (required qualifications, competencies and experience) Bachelor’s degree in business administration, office management, administration, public administration, management studies, or a related field.

Good working knowledge of ITC technologies (related software, phone, email, the internet) and computer applications (e.g.

MS Office) At least one-year professional experience in a comparable position or internship Strong communication skills Ability to work in a structured, efficient, and transparent manner according to GIZ standards.

Flexibility and willingness to take on additional administrative tasks when required Strong problem-solving attitude, with a proactive and service-oriented approach Professional fluency in written and spoken English and Arabic, knowledge of German is an asset The following minimum requirements for applications need to be fulfilled: Only application documents in English will be accepted.

Documents in Arabic cannot be considered during the selection process.

Mandatory documents are CV and application letter in English stating your qualifications and previous professional experiences.