I. JOB DESCRIPTION

1.1. INTRODUCTION

GAPWAS (German-African Partnership for Water and Sanitation) is a cooperation project between German Water Partnership (GWP) and the African Water and Sanitation Association (AFWASA). It is financed by the German Federal Ministry for Economic Cooperation and Development and aims at improving the institutional framework conditions for water supply and sanitation in Africa. In this perspective the goal is to strengthen AfWASA through different activities and support. The expected results are an improved governance and management of the organisation, expanded sustainable and demand orientated services for members as well as expanded regional structures and international cooperation.

For the project office based in Abidjan we are looking for a dedicated, self-motivated, open- minded and reliable individual with great organizational skills and an affinity for numbers and accounting to fill the position of Project Officer.

1.2. MAIN MISSION

The Project Officer provides operational and administrative assistance to the Project Director, and the project team, based in Germany. She or he performs a variety of administrative, coordinating and logistical tasks in support of the operations of the project and assists the team and partners with information management.

1.3. TASKS AND ACTIVITES

Operational and Administrative Support

• Maintains confidential records for the project and project team,

• Acts as the main contact person during the absence of the Project Director, following - up on any emergencies,

• Acknowledges receipt of correspondence and documentation in the absence of the Project Director and drafts preliminary versions of correspondence to be signed by the Project Director or relevant staff,

• Assists team members in preparing and formatting documents, including Excel- Sheets and PowerPoint presentations,

• Develops and maintains an efficient filing system for the project, including bills and financial documents,

• Maintains and updates the project’s documents and contacts using the Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook

• Liaises with different AfWASA team members (communication, IT, finances, programs, monitoring & evaluation, etc) where needed in order to foster information sharing and harmonizing of activities, enabling an efficient project environment.

• Prepares a bi-monthly project newsletter

• Assists to maintain and update the project’s web site

• Carries out specific web searches and downloads

• Organizes/ coordinates regular meetings and conference calls/video-conferences, often across different time zones, including the preparation and distribution of documents and providing the necessary technical devices,

• Attends meetings together with the Project Director, takes minutes and provides summaries in English

• Liaises with other AfWASA and GWP staff as required, and provides assistance to short term experts and GWP staff when visiting the AfWASA headquarters

• Prepares and adapts contracts and terms of references under the supervision of the Project Director

• Performs other related duties in accordance with instructions from the Project Director.

Financial Management and accounting

• Under the supervision of the Project Director prepares bi-monthly accounting documents to be sent to Germany

• Contributes in preparing bi-monthly budgets and reports as required

• Keeps an accurate petty cash book at all times

• Provides updated reports to the Project Director and team in Germany;

• Communicates with service providers and/or the purchasing department of AfWASA to obtain best possible rates and proformas as required

Workshops and Events

• Liaises with AfWASA team members and external service providers regarding venues, travels, hotels, catering, technical equipment, overall organization and logistics for workshops and other activities that take place in different countries

• Coordinates invitation and registration process and acts as contact person for the participants

• Liaises with and assists project partners, participants and consultants as required to ensure smooth functioning of activities

• Requests the  issuance  of  visas  by contacting the appropriate embassies and prepares supporting travel documents

• Coordinates and disseminates all internal and external material, including publicity and background documents for local and international events; coordinates appropriate mailings or distribution in a timely manner

1.4. REQUIREMENTS

Experience and abilities

- University degree (Bachelor or more), preferably in Business, Management, Finances or other relevant diploma/experience (BTS Assistante de direction, Commerce etc.)

- Min. of 5 years work experience in similar contexts

- Fluency in English and French (oral and written) is a must, knowledge of German is a plus

- Proficient use of MS Office (Word, Excel, PowerPoint, Outlook)

- Ability to do internet research

- Previous experience in donor funded projects highly desired

- Willingness and ability to work in an international environment with different cultures and personalities

- Willingness and ability for occasional travels (once or twice per year)

- Ability to legally work in Côte d’Ivoire (nationality or residence & work permit)

Soft skills:

- Organizational talent

- Logical thinking and affinity for numbers

- Problem solving and service mentality

- Dedicated, independent and precise work style

- Willingness to learn and evolve

1.5. MODE OF APPLICATION

Deadline for application: 15th of April 2024 

In order to apply please send the following to Cette adresse e-mail est protégée contre les robots spammeurs. Vous devez activer le JavaScript pour la visualiser. :

- CV in English and French

- Motivation/ cover letter including expected salary in English and French

- Relevant copies of diplomas and work references

- Contact details (phone number and email) of 2 references (persons who can testify about your character, skills and abilities)

Please specify in the subject line of your email: GAPWAS PROJECT OFFICER

All sent documents should be combined in one PDF file and titled “Last name_First name”

The size of the email should not exceed 5MB. Only complete applications will be considered.

Applications from women are strongly encouraged.

Contract Duration : 01.06.2024 until 31.10.2025