Administrative Assistant/ Zfd Civil Peace Program

Professional experience 3 to 5 years of working experience in a position of administrative assistant or equivalent Working experience in Civil Society organizations is considered an advantage Working experience with GIZ administrative system and regulation is considered an advantage Experience with an international and multicultural working environment is considered an advantage   Other knowledge, additional competences Fluent in written and spoken English and Arabic, the knowledge of German or/and French will be considered an advantage Excellent command of MS-Office Proficient use of modern telecommunication systems Excellent office administration, organizational and self-drive skills High standards of confidentiality and loyalty Reliable, accurate, consistent, persistent and easy going   2. Major Responsibilities assisting the Civil Peace Service (CPS) Program Coordinator in the administrative and financial procedures and in the management of the CPS office ensuring good communication, effective coordination and flow of information within the project/programme and with work partners, other institutions and the GIZ country office ensuring that the secretariat runs smoothly/ managing daily office operations making sure that financial and administrative requirements of the GIZ CPS Program are met implementing and monitoring an overall smooth and correct functioning of the program’s cash book in line with GIZ standard procedures procuring material and goods for the program according to GIZ CPS Program rules and regulations keeping the coordinator and advisors informed of the status of procurement/custom clearing etc., especially in cases of delays     3. Tasks 1. Administration and Office coordination supports in administrative and logistical activities (internal meetings, workshops, flight reservation, information trips, rent payments.) following up on office maintenance, cleaning, etc. support in logistic aspects of visitors as well as consultants of the project: draw up travel schedules/visit schedules, assure accommodation and transportation prepares and participates in internal and external (team) meetings, takes minutes. monitors the availability of stocks and consumables, updates lists, assures availability of information material 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. updates documents and lists (including list of partner organizations, DWs, leave list for business trips and holidays of team members, etc.) receiving visitors, phone calls and emails (and forwarding them accordingly) drafting official correspondence in Arabic and English is responsible for filing in accordance with GIZ rules, both in hard copies and in DMS updates the car log book data of the project car (fuel consumption, fuel filling, private car use…) simple translation (Arabic-English; English-Arabic as required) performs other duties and tasks at the request of management in coordination with the Program Coordinator     2. Finance and Accounting   Arranges administration of (petty) cash payments and reports preparation of local procurement (that will be carried out by the Beirut GIZ Office for contracts above Euro 2.500) coordinates contracting with external services (e.g. trainers or translators) receives and verify delivered materials     3.  Support to the Civil Peace Service team Provides newly arrived program advisors with information on basic office procedures Leave/absence management: keeping track of the individual leave overview sheets for Development Workers and National Personnel, including the calculation of remaining days     Description of the Program: The GIZ Civil Peace Program in Lebanon works hand in hand with civil society organizations in the fields of Conflict Transformation, Capacity Building and Dialogue. We believe that combining an outside multiparty perspective and trustful cooperation with insiders brings us forward in finding new approaches and leads us to keep asking the right questions to and with our partners.