Administrative Assistant – Pooled Function: Finance, Travel And Vehicle Management

A.   Required qualifications, competences and experience Formal Education University Degree, in Accounting, Administration or related field Professional Experience: at least 3 years of professional experience in payments, invoice verification, and financial processes broad experience in administration in-depth understanding of financial planning and accounting experience in handling travel arrangements, calculations and settlement Other Knowledge, additional competences: excellent communication and cooperation skills outgoing, constructive, positive attitude team player/ability to cooperate with others dedication/commitment, reliable ability to perform well under pressure good working knowledge of ICT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office) language skills: Fluent spoken and written skills in English, Arabic, German Language is a plus  ability to cope with dynamic situation of cooperation system in development field  experience and ability to deal with unexpected challenges     B.   Major Responsibilities 1.     Financial Administration Checking and preparing invoices for payments according to GIZ rules and regulations Handling payments according to GIZ rules and regulations up to set value limit using GIZ software monitoring cashboxes and safe contents and keep lists updated monitoring bank accounts’ operations and regular bank reconciliation revising the classification and completeness of all vouchers/receipts preparing project vouchers according to GIZ Rules and Regulation using the GIZ standard systems, reviews the classification and completeness of all vouchers/receipts for related projects maintaining related filing for financial section and keeps information confidential considering GIZ Rules and Regulations following up monthly reports on receivables, unsettled item and advances registered in project’s bookkeeping journals preparing for internal control sessions conducted by GIZ Office Lebanon, GIZ HQ Audit Unit and other related external audits   2.     Travel Management arranging programs for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.) coordinating schedules and ensures that visitors and experts arriving in the country are picked up preparing and organising official and info trips for GIZ Staff and counterparts in close coordination with the project manager and  the GIZ Office Lebanon tickets reservation for all project seconded staff, project national personnel, and counterparts processing applications, visas and other necessary permits required for travelling abroad of GIZ staff and counterparts quality and completeness check of travel expenses settlement sheets for all GIZ Staff and Counterparts in close coordination with the GIZ Office  coordinating with GIZ Office Lebanon about planned travel and travel advances requests for travelers assuring that travelers are aware of GIZ rules during travelling (boarding passes, original invoices, type of vouchers needed to assure reimbursement supporting traveller in preparing travel expenses request in accordance with GIZ regulations after return Checking the final travel expenses settlements and forward them to the GIZ Office Lebanon for payment   3.     Vehicle Management monitoring car log books and assure quality as per GIZ regulations conducting fuel consumption and mileage check regularly assuring car license renewal in time assuring maintenance is done regularly regularly updating car insurance status with GIZ HQ     Description of the program: The European Union and Germany have set up a flexible Peace Process Support Initiative for Syria (SPPSI) in order to contribute to peace-building efforts in Syria, in particular based on the implementation of United Nations Security Council Resolution 2254. The Initiative aims to enhance the perspectives for dialogue and decrease violence, particularly through supporting civil society organisations. The project is managed by GIZ in close consultation with the European Commission, the European External Action Service (EEAS) and the German Ministry of Foreign Affairs (MoFA). GIZ will identify suitable activities in response to the rapidly changing needs in a highly political context. The project is implemented by a small, Beirut-based team that will manage overall project activities.