Administrative Assistant

About GIZ India

As a service provider with worldwide operations in the fields of international cooperation for sustainable development and international education work, GIZ works with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. GIZ is a public-benefit federal enterprise and supports the German Government and a host of public and private sector clients in a wide variety of areas, including Energy, Environment, Climate Change and Biodiversity, Sustainable Urban and Industrial Development and Sustainable Economic Development.

 Project Background

GIZ Country Office Delhi is the central element of GIZ’s field structure in India. It ensures consistent representation of the company and its successful positioning as a service provider for Indo-German Development Cooperation. The GIZ Country Office India provides human resources and administrative support services for technical cooperation programmes and projects in India. As outlined in our vision, we work to shape a future worth living around the world. To achieve this vision, Indo-German bilateral cooperation has been ongoing for over 60 years and currently works in the thematic areas of energy, environment and climate, urban development, skill development and a number of related areas. GIZ is implementing more than 30 projects on behalf of German Government clients with more than 20 Government of India Ministries and State Governments.

Responsibilities

• The Administrative Assistant role provides comprehensive administrative, organisational, and operational support. The position ensures efficient process flow of any type of orders generated in SAP, effective coordination, and compliance with GIZ rules and procedures.
• This role combines Data entry into SAP4Hana, support, administrative coordination, and financial assistance, requiring a high degree of ownership, attention to detail, and the ability to manage multiple priorities independently.
• The position is responsible for end-to-end administrative, executive, and operational support, ensuring smooth project functioning and adherence to GIZ standards.

Core Scope of Tasks

SAP Data Entry & Coordination

• Manage data entry requirements into the SAP S4Hana System.
• Coordinate with Country office/ Service Unit and Cluster/ Projects on supporting documents and approvals.
• Track follow-up actions.
• Ensure effective communication between internal teams and external stakeholders.
• Support preparation of reports, official correspondence, and documentation.
• Facilitate smooth information flow across teams.

Office & Administrative Management

• Ensure smooth day-to-day office operations in line with GIZ policies.
• Maintain filing systems including inventory (DMS, WAVE and physical records) as per GIZ standards.
• Coordinate with departments in Service Units and Country Office (IT, HR, Finance, Admin).
• Maintain confidentiality of sensitive information.

Documentation & Compliance

• Maintain proper documentation in line with GIZ standards and audit requirements.
• Ensure completeness and accuracy of administrative and financial records.
• Support internal reviews and compliance checks.
• Strengthen systems for documentation and record-keeping.

Support for Internal Control and Audit

• Assisting in on-site internal control checks.
• Compiling IC/Audit completion reports.

 Required Qualifications, Experience and Competencies

Professional Experience

• Relevant experience in Data entry and SAP appliances, executive assistance, administration, or office management.
• 2-5 years of professional experience in a comparable position.
• Experience in international organisations/development sector is an advantage.

Core Competencies

• High attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines effectively.
• Strong coordination and communication skills.
• Ability to work independently with a solution-oriented approach.
• High level of integrity and confidentiality.

For more information, please check the link: Administrative Assistant

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