Administration Officer/ Giz-Qudra Project

A.   Required qualifications, competences and experience Formal Education Preferably university degree in Business Administration or similar relevant field. Professional Experience At least 3 years professional experience in a comparable position Experience in preparation of purchase orders and service contracts and invoice follow up Experience in handling payments, cashbook Experience in administration work in similar field or development organizations Experience in event management Understanding of IT guidelines Other knowledge, additional competences Excellent English and Arabic language knowledge, writing and communicating Eye for details and capability of monitoring lists, and documentation of processes Broad experience of administration Experience and ability to cope with dynamic situation of cooperation system in development field Experience and ability to deal with unexpected challenges Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)     B.   Responsibilities Smooth functioning of financial administration, such as cash withdrawal, preparing and verifying vouchers in line with GIZ standard procedures Performs administrative and office support activities Organizing of meeting and events.  Keeping inventory according to GIZ Rules and Regulations using the related GIZ software system Support in handling procurement of goods up to certain limit in accordance with GIZ guidelines Support in handling procurement of services (contracts) certain limit in accordance with GIZ guidelines Support in following up on the project’s contracts- and procurement requests for payments, by assuring an effective communication with the GIZ country office administration Support in preparing financial reconciliations and refund requests 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 (internal meetings, workshops, flight reservation, information trips, etc.) support in logistic aspects of missions and 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 proper IT performance and follows up with IT specialist and vendors to update and maintain the project’s IT systems. 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 handles payments according to GIZ rules and regulations up to set value limit using GIZ software where applicable checks and prepares invoices for payments according to GIZ rules and regulations prepares project vouchers according to GIZ Rules and Regulations and internal control manual using the GIZ standard systems, reviews the classification and completeness of all vouchers/receipts for related projects prepares for  internal control sessions conducted by GIZ Office Amman, GIZ HQ Audit Unit, and other related external audits follows up on recommendations of internal control reports and monthly error sheets produced by the GIZ Office maintains related filing for financial section and keeps information confidential considering GIZ Rules and Regulations, and the internal control manual prepares for regular project bookkeeping sessions with the finance department at GIZ Office assists the project manager at monthly follow up of receivables, unsettled items and advances   3.     Procurement of goods and services/Logistics Management: supports in handling of procurement of goods up to certain value in accordance with GIZ guidelines in coordination with Project staff supports in following up on the project’s contract- and procurement requests >2500 EUR by assuring an effective communication with the GIZ country office administration supports 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 assures that all PCs are protected by confidential passwords in coordination with the IT consultant 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.   Description of the Programme: QUDRA – Strengthening Resilience for Syrian Refugees in Iraq, Jordan, Lebanon and Turkey. The QUDRA programme strengthens the resilience of host communities and refugees in the neighbouring countries of Syria (Iraq, Jordan, Lebanon, and Turkey), is co-funded by EU-MADAD fund and implemented by a consortium of European partners with GIZ in the lead. It seeks to improve access to education, skills development, social cohesion and local administration capacities. Furthermore, it promotes national and regional dialogue on issues related to refugees and host communities.