Office Manager

• Performing daily operational of all administrative tasks for the Country Director by
• conducting smooth workflow and good communication flow and treating personal data and other sensitive information strictly confidential
• Supporting CD preparation, implementation in Management Team Meetings (MTM), MTM Klausur, AV Meetings, CD Road Show, Country Planning Meetings, Mid-Term Review and all Staff Meeting
• Organization and implementation of visitor programmes on the CD level

Administrative and office operations

• Organise, coordinate, and plan the Country Director’s schedule and all meetings including regular jour fixe with internal and external colleagues Document the meetings if required and coordinate requirements for the meetings, such as preparatory documents, equipment and hospitalities, together with other involved persons
• Monitor all incoming and outgoing correspondence for the Country Director (phone, post, fax, email) and ensure prioritising and organising each according to urgency and importance and manage general correspondence within the range of her/his duties and responsibilities
• Maintain records for absences of GIZ Management Team
• Support the CD in the official travels including preparing travel application, air ticket, hotel reservation and preparing travel expense documents for the travel department
• Support the CD in the documentation of the staff assessments
• Maintain the various internal Organisational Charts of GIZ Palestine

Supporting CD in preparation, implementation, documentation of Management Team Meetings (MTM), MTM Klausur, AV Meetings, CD Road Show, Country Planning Meetings, Mid-term Review and all Staff Meeting

• Organise and coordinate logistical aspects for planning, holding and documentation of the MTM, MTM Klausur, AV Meeting, CD Road Show and other events
• Provide logistical support to attendees of meetings, workshops and other events
• Prepare the meeting minutes of the MTM, MTM Klausur and AV Meeting
• Supporting CD in preparing presentations for the CD Road Show, Country Planning Meetings, Mid-Term Review and All Staff Meeting
• Organise agenda and follow up, support the monitoring of agreements

Organisation and implementation of visitor programmes on the CD level

• Arrange accommodation for visitors of the Country Director and VIP visitors
• Prepare relevant documents and schedules for VIP visitors and delegations (GIZ, BMZ, German politicians and others; draft programmes, programme leaflets etc.)
• Contact and organize relevant partners in implementing visitor programs