<p><strong>Responsibilities</strong><br />The Administrative Assistant will provide comprehensive administrative support to the Visa Unit. Key responsibilities include:</p><ul><li>Supporting colleagues with processing official work permits and visa on arrival requests. This extends to consultants.</li><li>Updating the IDA country page with updated information on VISA processing, Standard Operating Procedures SOPs and FAQs.</li><li>Coordinating with the Visa Consultant on requests, tracking progress, and providing timely updates.</li><li>Supporting the unit&#39;s planning and reporting processes.</li></ul><p><strong>Tasks</strong><br />The Administrative Assistant performs the following tasks:<br />Administration:</p><ul><li>Acknowledging and tracking visa requests submitted to the unit&#39;s email.</li><li>Reviewing visa applications for completeness and providing timely guidance on required documentation.</li><li>Preparing GIZ supporting letters for visa processing.</li><li>Monitoring visa expiration dates and notifying staff for timely renewal or exit procedures.</li><li>Processing and tracking invoices submitted by the Visa Consultant.</li><li>Preparing weekly updates on the status of visa requests.</li><li>Maintaining physical filing systems and ensuring data confidentiality.</li><li>Organization of all meetings / sessions for the unit.</li><li>Performing other administrative tasks as required.</li></ul><p>System Management:</p><ul><li>Maintaining forms, templates, and digital and physical filing systems.</li><li>Performing other system management tasks as required.</li></ul><p><strong>Required Qualifications, Competences and Experience</strong><br />Qualifications:</p><ul><li>Higher National Diploma or Degree in Secretarial Studies, Business Administration, Social Sciences, ICT or related field.</li></ul><p>Professional experience:</p><ul><li>At least 2 years&rsquo; professional experience in a comparable administrative role.</li><li>An internship or experience in GIZ would be a strong advantage.</li></ul><p>Other knowledge, additional competences:</p><ul><li>Strong proficiency in IT technologies software, phone, fax, email, internet and computer applications MS Office Suite, Outlook.</li><li>Excellent written and verbal communication skills in English.</li><li>Ability to work independently, take initiative, and be resourceful.</li><li>Strong organizational skills, attention to detail, and time management abilities.</li><li>Ability to meet deadlines and work under pressure.</li><li>Willingness to learn new skills and adapt to changing requirements.</li></ul>