Administrative Specialist

Administrative Specialist (RTA Assistant) 2025

GIZ- Internal/External Vacancy Announcement ‘# vacancy number 061/2025’

Contract end Date 31.05.2028

Brief Description of the project.

Support to the Sanitary and Phytosanitary (SPS) Quality, Monitoring and Control Compliance Systems of Plant-based Primary and semi- processed Agricultural Products in Ethiopia”ct/ unit

An Assistant to the Resident Twinning Adviser (RTA) is sought for the European Union Twinning Project “Support to the Sanitary and Phytosanitary (SPS) Quality, Monitoring and Control Compliance Systems of Plant-based Primary and semi- processed Agricultural Products in Ethiopia”

The project “Support to the Sanitary and Phytosanitary (SPS) Quality, Monitoring and Control Compliance Systems of Plant-based Primary and semi- processed Agricultural Products in Ethiopia” is implemented by the German Federal Ministry of Agriculture, Food and Regional Identity, the German Federal Ministry of Economic Affairs and Energy and the State Food and Veterinary Service of the Republic of Lithuania at and with the Ethiopian Agricultural Authority. The Overall Objective is to secure EU market access for Ethiopian primary and semi-processed agricultural produce while contributing to food security and nutrition in Ethiopia. The specific objectives are as follows:• The official import/export control and management systems for phytosanitary, food safety and quality services are enhanced.

• The performance of the target public staff in delivering phytosanitary services and overseeing quality and food safety of primary and semi-processed products of plant origin is enhanced

Administrative assistance

Act as a principal assistant to the Resident Twinning Adviser (hereinafter “RTA”):

perform all necessary administrative tasks, in line with the EC procedures for external assistance and the Twinning Manual (Revision 2017 – Update 2018);

support the RTA as a personal assistant in his duties of general daily management, project administration and coordination of project implementation.

give assistance to RTA in his relations with public offices relevant for project activities.

establish and maintain on behalf of the project regular contacts with Beneficiary Country (hereinafter “BC”) officials involved in each of the activities and the project management, national and international experts, governmental and non-governmental organizations, stakeholders, etc.

Logistics/Project coordination

Support the RTA with project co-ordination and management:

prepare, organize and support local actions of RTA, Project Leader (hereinafter “PL”), Junior Project Leader, Deputy Project Leader (hereinafter “DPL”), and Member State (hereinafter “MS”) experts, and give support during missions by providing relevant information, making travel arrangements and hotel reservations.

support the preparation of the required documentation for experts' missions, trainings and Steering Committees, edit minutes and Mission Certificates, Side Letters etc.;

accompany or represent the RTA in committees, working party meetings, workshops and seminars, including missions and field visits to regions, if any.

support in the organization of meetings, seminars, conferences, training activities, workshops, study visits and other project related events (printing and photocopying of materials, arranging rooms, equipment for presentations);

support management reporting (progress, completion), draft and edit texts relevant to the project (newsletters, press releases, power point presentations, substantive documents, etc.).

draft programmes for MS experts, agendas and minutes of meetings and any other relevant documents.

search documents and reports and prepare synthesis.

participate in the preparation of studies and documents in areas covered by the Twinning (research and information collection, analysis and summarization of data, monitoring of activities, etc.).

support the RTA, PL, DPL in organization and management of project communication (web site, business cards, project logo, brochures, pamphlet, information documents, etc.) and of project visibility (organization of workshops, seminars, study tours, following up of visibility events etc.);

present and promote the work of the project positively, contributing to the development of the Twinning communication strategy.

manage social media accounts and web platforms of the project under the supervision of the RTA.

Office management

Overall management of the office administration and daily organization of the RTA office:

standard office/secretarial activities: answer phone calls, organize and file all project materials and maintain financial records, send and receive correspondence, faxes and e-mails, provide general clerical/desk office work etc.;

• develop and maintain close working contacts and relations with BC PL, JPL and RTA Counterparts, and other BC officials involved in the project;

follow the Project policy regarding behavior, appearance, health, safety, security, payment regimes, and use of Project equipment etc.;

About You

Requirements

University degree desirable; Agricultural background would be a plus.

• Excellent command of spoken and written English, Amharic language and Oromiffa language.

• Computer literacy (e.g. MS Office Word, Excel, PowerPoint, Internet).

• Excellent abilities in drafting documents.

• Experience or eagerness in devising and implementing a communication/visibility strategy.

• Understanding of social media management.

• Some understanding of financial management.

• Excellent organizational and communication skills.

• Availability and willingness to travel (Ethiopia and EU).

• Flexibility regarding working hours.

• Ability to work fairly independently as well as part of a team and be initiative and flexible and

• Confidential in all matters relating to the realization and management of the project.

The following will be considered an asset:

• Experience in EU funded projects

• Experience of working in an international environment.

• Professional knowledge of digital marketing and social media management.

• Knowledge of EU policies and institutions.

• Knowledge of agricultural sector.

• Knowledge of the German language.

Further requirements:

• Ethiopian nationality or having valid residence and working permits.

• Applicants should not be civil servants or on leave in the Beneficiary administration during at least the six months preceding their hiring.

• Applicants may not have or recently have had any contractual relation with the Beneficiary administration during at least the 6 months preceding their hiring.

Skills Required:

• Any / Field
• Agricultural / Studies