Administrative Assistant

1. RESPONSIBILITIES

The Administrative Assistant is responsible for:

• Operate official vehicles in a safe, responsible and professional manner for all authorized travel.
• Ensure the roadworthiness of official vehicles by conducting regular maintenance, servicing, cleaning and safety checks.
• Assess and consider current road conditions, accessible routes and destination details to ensure safe and efficient transportation of passengers and goods.
• Carrying out official errands on behalf of the cluster as assigned.
• Handle administrative responsibilities associated with the role, such as documenting transportation activities, vehicle usage, and other fleet management matters.
• Support administrative staff with relocating office furniture and maintaining the organization and cleanliness of offices and storerooms. Assisting administrate staff with ensuring workshop material is always available for use.

2. TASKS

1. Driving:

Provides

• Provides safe, punctual, flexible, and reliable passenger transportation in an official           vehicle primarily for the JUST SA project and extends this to the overall Climate Cluster staff and guests as required or assigned.
• The role requires regular travel mostly within Gauteng and Mpumalanga, with flexibility for occasional overnight stays as needed.
• Runs errands for the JUST SA project as the core area and in addition other projects within the Cluster, e.g., sending letters/parcels, paying bills, and the    purchasing of small spend miscellaneous office supplies.
• Supports with transporting goods according to a pre-specified schedule and request.
• Ensures trip-by-trip logbook recording in accordance with Policies and Regulations guidelines.
• Completes the vehicle logbook accurately in accordance with Policies and Regulations and ensures monthly sign-off by the responsible project manager or delegated manager.

2. Service

The Administrative Assistant

• Cleans the interior and exterior of the vehicle(s) regularly.
• Follows crisis related protocols in ensuring vehicle and passenger related safety
• and security (e.g., pandemic, natural disasters, conflicts/ unrest, etc.).
• Checks oil, water, brakes and brake liquid, tyres/ pressure, battery levels and the entire vehicle, monthly or every 5,000 km (whichever is first), windows/windscreens, headlights, brakes, bodywork for dents etc.
• Is responsible for the entire Climate Cluster vehicle documents and their good condition, keeping a vehicle log of mileage, passengers/goods transported, Policies and Regulations Complied, fuel, and recording  monthly maintenance.
• Calculates monthly petrol, oil, and lubricant consumption for the daily cash fund and for forwarding monthly vouchers to cost accounting where necessary.
• Reports need for service in coordination with the project administrator responsible for materials, goods, and equipment, and carries out minor repairs.
• Sources quotations in coordination with the project administrator responsible for materials, goods, and equipment, for parts maintenance or repairs as necessary.
• Immediately reports all involvement of the project vehicles in accidents, including minor accidents, damage, loss, or theft of vehicle fittings.
• Provides the necessary support for the vehicle insurance claims procedures.
• Supports the process for vehicle registration on acquisition and deregistration
• before disposal for the climate cluster.

3. Knowledge Management

The Administrative Assistant

• Informs the Climate Cluster colleagues in the event of any changes in the South African driving      regulations.
• Assist new seconded colleagues with driving license-related and vehicle registration matters.
• Uses all available information (including current radio news on traffic conditions) to update daily knowledge of road conditions, current passable routes, and locations, and shares this information with the Climate Cluster information channels.
• Leads the drafting of the relevant motor vehicle transportation, driving and fleet management SOPs, and ensure that the is proper booking system for use of project vehicles.

4. Other Duties / Additional Tasks

The Administrative Assistant

• Covers/Stands-in for the admin assistant when needed and particularly when there is no travel or transportation requests pending from the JUST SA team or overall, from the cluster.
• Assists other colleagues as needed in the procurement and logistics unit with   basic administrative tasks, particularly when there is no travel or transportation requests pending.
• Assist with logistical planning of events as assigned by the line manager.

3. REQUIRED QUALIFICATIONS, COMPETENCES AND EXPERIENCE

Qualifications

• Completed Grade 12/ Senior Certificate NQF 4.
• Holds a valid Code 10 driver’s license with a Professional Driving Permit (PDP).
• Good command of English language.

Professional Experience

• At least 1-3 years’ work experience as a Administrative Assistant with references.
• No major accidents in the past 3 years.

Other Knowledge, Additional Competences

• Excellent defensive and responsible driving, as well as vehicle handling knowledge and skills.
• Demonstrates a positive and excellent sense of customer service and approach, friendly and cooperative manner with all passengers.
• High sense of discipline, organization, perseverance, and punctuality.
• Demonstrates resilience under pressure, self-control, humility, and patience.
• Any knowledge of the German language is an added advantage.
• Map reading or GPS related capabilities, as well as familiarity with Gauteng and Mpumalanga Provinces Province and national roads of South Africa. The role requires regular travel mostly within Gauteng and Mpumalanga, with flexibility for occasional overnight stays as needed. The responsibilities are however not limited to only two provinces.
• Appropriate appearance and attire.
• Ensures unrestricted availability of vehicles and reports immediately.
• Team minded, willingness to upskill as required; - corresponding measures agreed with management.
• Basic computer literacy related to Ms Office suite including Outlook, Word, Excel, and Teams.

4. ADDITIONAL INFORMATION

• This position is based at GIZ in Hatfield, Pretoria.
• The contract period for this position is until 31 December 2026.
• At GIZ, you will be offered global network and an atmosphere that is characterised by diversity, respect and genuine equal opportunities. Gender equality promotion is a matter of course for us.
• GIZ is a signatory of the Diversity Charter. Recognition, appreciation and inclusion of diversity in the company are important to us. All employees shall be valued - regardless of gender and gender identity, nationality, ethnic origin, religion or belief, disability, social background, age or sexual orientation.
• GIZ would like to increase the proportion of employees with disability. Applications from persons with disabilities are most welcome.

5. APPLICATION PROCESS

Suitable candidates should apply by submitting:

• A motivation letter (max. 1 page) stating why they should be the preferred candidate, the value added they will bring to the project and their desired salary range.
• This should be accompanied by a detailed CV and indicating their nationality. Applications should be submitted to: recruit-pretoria@giz.de, with the email subject line “Application for Administrative Assistant – Climate Cluster” for the attention of Head of Human Resource.

Closing date for applications: 4th July 2025.

Only shortlisted candidates will be contacted.

Applications without a motivation letter will not be considered!