Administrative Assistant/faspar

  A.  Required Qualifications, Competencies and Knowledge Formal Education §  University degree in Business Administration or similar relevant field.   Professional Experience Minimally 3 years of experience in administration work in similar field or development organizations Experience in handling payments, preparation of purchase orders and service contracts Fluent in written and spoken English and Arabic and preferred German   Other Qualifications Experience with an international working environment, is capable of working within an inter-cultural environment Excellent office administration and organizational skills and is self-organized High standards of confidentiality and loyalty Good working knowledge of modern telecommunication systems, IT-know-how (MSOffice, Access or other database program) B.        Responsibilities Providing of administrative support to the program Organizing meetings and events, Managing project’s car maintenance Keeping inventory according to GIZ Rules and Regulations using the related GIZ software system Handling procurement of services (contracts) and goods to a certain limit in accordance with GIZ guidelines Support the project in IT security and data protection according to GIZ rules and regulations   C.  Tasks   1.    Administration and Office coordination §  Support in administrative and logistical activities (coordinating meetings, preparing agendas, workshops, trip planning, including flight reservation, visa application, etc.) §  support in logistic aspects of missions and visitors as well as consultants of the project: draw up travel schedules/visit schedules, assure accommodation, transportation and visa §  monitors the availability of stocks and consumables, updates lists, assures availability of information material Managing project’s car maintenance. §  Following up on office maintenance, cleaning, etc. §  responsible for filing of documents in reference files or in GIZ documents filing system  in line with GIZ internal rules handles inventory as per GIZ rules and regulations using GIZ related software 2.    Financial Administration deputises Administrative officer in financial tasks in case of absence   3.    Procurement of goods and services/Logistics Management Handling of procurement of goods up to certain value in accordance with GIZ guidelines in coordination with Project staff Following up on the project’s contract- and procurement requests >2500 EUR by assuring an effective communication with the GIZ country office administration supporting in organization of events, seminars, workshops and handles all related logistics and financial processes according to GIZ rules and regulations   4.    IT security and data protection responsible for proper IT performance and follows up with IT specialist and vendors to update and maintain the project’s IT systems assures that all PCs are protected by permanent and regularly updated automatic virus software in coordination with the IT and assists in regular data backup by storing in GIZ filing system keeps an updated IT Documentation list as per GIZ rules and regulation and GIZ IT Guidelines.   Other Duties/Additional Tasks Carrying out specific tasks concerning the knowledge management in the program by translation and source analysis, Supporting the program team in implementing project activities     Description of the Programme:   The GIZ regional FASPAR Programme aims at increasing social participation of refugees for improving their living conditions. FASPAR Lebanon uses a multi-level approach and cooperates with its main strategic partners in three fields of action: Strengthening social participation within the refugee camps and the refugee community (1), between refugees and host communities (2) and in relevant dialogue and mediation processes on a national and regional level (3).   FASPAR supports self-help initiatives of Palestinian refugees, in particular women and youth, through human capacity development measures and funding of small projects. The programme also trains and strengthens local organisations in the refugee camps, in areas such as project management, communication and participatory planning, so that they are able to respond to the needs of camp residents.   FASPAR cooperates with representative refugee organisations, the institutions of the host countries and UNRWA to support organisational development measures in identified areas and to enhance cooperation.   FASPAR is currently working in the West Bank, in Gaza, in Jordan and in Lebanon