Administrative Assistant
Reports to: Senior Finance Manager – Climate Cluster
Duration: Until 31 December 2026
Duty Station: Hatfield, Pretoria
Project Background
Germany provides a visible and impactful contribution to support the South African Government in reaching its goals to tackle the challenge of climate change. Climate Change in South Africa is a highly dynamic topic, which includes a broad spectrum of issues with both challenges and opportunities.
The area of work is expanding to include biodiversity, water affairs, and cross-cutting matters such as gender, private sector engagement, and youth involvement.
Our portfolio is deeply connected to both the international climate change and biodiversity agenda and rooted in local structures and capacities. GIZ’s role is to navigate this terrain and provide value to commissioning entities, mainly German Federal Ministries, as well as partners in South Africa including government departments, the Climate Commission, provinces, municipalities, NGOs, and private sector entities.
The GIZ Climate Cluster South Africa is made up of several bilateral and GloBe projects addressing climate change.
Responsibilities
The Administrative Assistant is responsible for:
- Operating official vehicles in a safe, responsible, and professional manner for all authorized travel
- Ensuring the roadworthiness of vehicles through regular maintenance, servicing, cleaning, and safety checks
- Assessing road conditions, accessible routes, and destination details to ensure safe, efficient transport of passengers and goods
- Carrying out official errands as assigned
- Handling administrative responsibilities including documenting transportation activities, vehicle usage, and fleet management
- Supporting administrative staff with relocating furniture and maintaining cleanliness in offices and storerooms
- Assisting with ensuring workshop materials are always available
Tasks
Driving
- Provides safe, punctual, flexible, and reliable transportation for the JUST SA project and broader Climate Cluster
- Regular travel primarily in Gauteng and Mpumalanga, with occasional overnight stays
- Runs errands such as sending letters/parcels, paying bills, and purchasing minor office supplies
- Supports transport of goods as per schedule
- Completes logbooks in accordance with policies and ensures monthly sign-off by the responsible manager
Service
- Cleans vehicle interiors and exteriors
- Follows protocols to ensure vehicle and passenger safety
- Checks and maintains vehicle fluid levels, tyre pressure, lights, and body condition
- Maintains logbook and records of mileage, fuel use, and maintenance
- Calculates monthly fuel and lubricant consumption
- Reports and coordinates vehicle service and minor repairs
- Obtains quotations for parts and maintenance as needed
- Reports all vehicle incidents and supports the insurance claims process
- Supports registration/deregistration of vehicles as required
Knowledge Management
- Keeps colleagues informed of any changes in South African driving regulations
- Assists new staff with driving license and registration procedures
- Shares up-to-date traffic and route information
- Leads drafting of SOPs related to fleet management and ensures proper vehicle booking systems
Other Duties / Additional Tasks
- Covers for admin assistant when needed
- Assists with procurement and logistics when not assigned to driving duties
- Supports logistical planning for events
Required Qualifications, Competencies and Experience
Qualifications
- Completed Grade 12 / Senior Certificate (NQF 4)
- Valid Code 10 driver’s license with Professional Driving Permit (PDP)
- Good command of English
Professional Experience
- 1–3 years of work experience as an Administrative Assistant with references
- No major driving accidents in the past 3 years
Other Knowledge and Competencies
- Excellent driving skills and knowledge of vehicle handling
- Positive customer service approach and friendly manner
- Highly disciplined, organized, punctual, and self-motivated
- Ability to work under pressure with patience and humility
- Knowledge of German is an advantage
- GPS/map reading skills and knowledge of Gauteng and Mpumalanga roads
- Professional appearance
- Willingness to upskill as agreed with management
- Basic computer literacy (Outlook, Word, Excel, Teams)
Additional Information
This position is based at GIZ in Hatfield, Pretoria. The contract period runs until 31 December 2026.
GIZ offers a global network and a work environment built on diversity, respect, and genuine equal opportunity. We are committed to gender equality, the inclusion of persons with disabilities, and the values of the Diversity Charter.
Application Process
Suitable candidates should apply by submitting:
- A one-page motivation letter stating why you should be the preferred candidate, the value you bring, and your desired salary range
- A detailed CV with indication of nationality
Submit your application to [email protected] with the subject line:
“Application for Administrative Assistant – Climate Cluster”
For the attention of Head of Human Resources.
Closing Date: 4 July 2025
Only shortlisted candidates will be contacted.
Note: Applications without a motivation letter will not be considered.