Junior Administrative Specialist

Responsabilités

Salary Band 3 Professional 3A Junior Administrative Specialist Reports to: Head of Procurement Department: GIZ Office Liberia – B-100015 Duty Station: Monrovia About GIZ As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity. In Liberia, the GIZ has been working since 1963 in the following areas: Employment promotion and agriculture, strengthening the health care system, resource governance and sustainable energy access. GIZ is an equal opportunity employer and welcomes applications from individuals regardless of gender, disability, race, ethnicity, religion, age, or any other protected characteristic. We embrace diversity and believe that inclusivity in the workplace is essential to our success and are committed to creating a work environment where all employees are valued and respected. Qualified women are particularly encouraged to apply. Women’s perspectives are vital to our success. Benefit from family-friendly policies BACKGROUND The Junior Administrative Specialist provides operational and administrative support to the Country Office and projects to ensure efficient, compliant and high-quality service delivery. The position is primarily responsible for the verification of supplier invoices and supports records management, logistics, customs clearance, event coordination and general administrative processes. The incumbent also provides administrative support to procurement activities while maintaining segregation of duties in accordance with GIZ internal control requirements. TASKS Key Responsibilities Invoice Verification and Processing Verify supplier invoices for completeness, accuracy and compliance with contractual and procurement documentation. Ensure that invoices correspond with approved purchase orders, delivery notes and contractual terms. Review supporting documentation prior to invoice processing. Coordinate with requesting units to resolve discrepancies and obtain missing documentation. Prepare complete documentation for invoice processing in accordance with GIZ procedures and S/4HANA workflows. Monitor the timely submission and processing of invoices. Maintain accurate invoice records and supporting documentation. Records Management Serve as Records Manager for the Country Office. Maintain electronic and physical filing systems in accordance with GIZ records management standards. Ensure the proper registration, filing, archiving and retrieval of administrative and operational documents. Monitor compliance with document retention and archiving requirements. Support colleagues in the correct application of filing and records management procedures. Coordinate the transfer and disposal of records in accordance with GIZ regulations. Procurement Administration Support Provide administrative support to procurement processes in accordance with GIZ rules and regulations. Prepare procurement documentation and maintain procurement files. Support contract documentation and procurement records. Monitor procurement timelines and follow up on required documentation. Coordinate with the Procurement Unit regarding administrative requirements. Maintain supplier and procurement documentation. The incumbent does not participate in supplier selection, market enquiries, quotation requests or bid evaluations in order to maintain segregation of duties. Logistics and Customs Support Support customs clearance procedures for imported goods. Prepare and compile documentation required for customs clearance. Coordinate with customs agents, freight forwarders and relevant authorities. Support inventory administration and logistics documentation. Assist in coordinating deliveries and transportation activities. Provide operational support for logistics-related activities. Event and Workshop Support Support the preparation and organisation of meetings, workshops and events. Coordinate logistical arrangements, including venues, accommodation and transportation. Prepare participant lists and logistical documentation. Assist during events with operational and administrative support. Support post-event documentation and filing. General Administrative Support Provide administrative support to the Country Office and projects. Prepare routine correspondence, reports and administrative documents. Maintain electronic and physical filing systems. Support travel administration and office coordination. Maintain administrative tracking lists and databases. Perform other administrative duties as assigned. Required Qualifications Bachelor’s Degree or Diploma in Business Administration, Public Administration, Office Management, Logistics, Finance or another relevant discipline. Professional Experience Minimum of two to three years of relevant professional experience in administration, finance, logistics or office management. Experience in invoice verification or financial administration is highly desirable. Experience in records management or document administration is an advantage. Experience supporting logistics or customs-related processes is desirable. 3 Experience in organising meetings, workshops or events is an asset. Experience working in an international organisation is an advantage. Technical Competencies Good knowledge of administrative and financial procedures. Ability to verify financial documentation accurately and systematically. Knowledge of records management principles and document control. Good organizational and coordination skills. Understanding of logistics and administrative support processes. Knowledge of customs clearance procedures is an advantage. Good command of Microsoft Office applications (Word, Excel, Outlook and PowerPoint). Experience using SAP/S/4HANA or other ERP systems is desirable. Strong attention to detail and ability to meet deadlines. Excellent written and spoken English. Personal Competencies High level of integrity, reliability and confidentiality. Strong organizational and time management skills. Service-oriented with a proactive attitude. Ability to work independently while contributing effectively to a team. Strong analytical and problem-solving skills. Ability to manage multiple priorities under tight deadlines. Flexibility and willingness to support different operational functions. Commitment to quality, compliance and continuous improvement. Compliance And Cross-Cutting Uphold GIZ and EU compliance requirements, including procurement integrity, data protection and safeguarding. Contribute to gender and inclusion mainstreaming within assigned activities. APPLICATION DETAILS Applicants should submit ONLY a Motivation Letter, CV, Relevant Certificates and contacts of three referees. Only shortlisted candidates will be contacted. Applications should be addressed to: Human Resources Specialist GIZ Sierra Leone & Liberia Regional Country Office The Valley Residence 78 Cape Road Aberdeen Freetown E-mail: recruitmentsl@giz.de Subject Line: “Junior Administrative Specialist” Closing date for application: 20 th July 2026 GIZ is an equal opportunity employer and encourages applications from women and persons with disabilities. Applications will be reviewed when received. Early applications are strongly encouraged. Only shortlisted candidates will be contacted. 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