Project Assistant - GIZ LB (Chekka)

Band: 2 A

Project Assistant – PCL & CfWL
(Location:Chekka)

Job Profile

1. Required Qualifications and Competencies

• Education: Bachelor’s degree in accounting, business, finance, or a related field.
  A master's in a related field is an asset.

Qualifications and experience:

• • At least 2 years of experience in office management, procurement, finance/administration, record management, and event management
  • Fluent in Arabic with strong proficiency in English.
  • Technical digital knowledge in Office 365.
  • Knowledge of the Accounting system and experience with Data entry.
  • Excellent working knowledge of communication technologies to support remote and hybrid project management.
  • Superior time management skills and organizational capabilities to handle multiple priorities in a fast-paced environment.
  • Strong attention to detail and proactive problem-solving abilities.
  • Effective communicator with excellent interpersonal skills and the ability to explain financial aspects clearly and comprehensibly to internal and external stakeholders.
  • Ability and willingness to travel within Lebanon, based on project requirements.

B. Major Responsibilities

1. Office Management
   • Maintain the office asset register, ensuring timely updates and compliance with GIZ inventory management guidelines.
   • Oversee the project inventory list, including physical verification and regular updates to track asset status and value accurately.
   • Coordinate asset allocation and ensure that all project assets are safeguarded, well-documented, and reported in compliance with GIZ policies.
   • Office rental and related cost tracking.
   • Data maintenance in Onsite Operations/S4Hana and filing of the operational plan as part of record management.
2. Record Management
   • Maintain organized and confidential filing of all financial documents, ensuring adherence to GIZ’s digital and physical filing protocols.
   • Ensure that all financial, procurement, and contractual records are up-to-date, accurate, and readily accessible for internal reviews, audits, or ad-hoc reporting requirements.
   • Manage and monitor databases for suppliers, service providers, and contract agreements, conducting regular updates to maintain relevance and accuracy.
3. Logistic Management
   • Planning, organization and coordination of internal and external appointments.
   • Preparation of meetings, including room and taxi bookings.
   • Communicating with internal and external stakeholders to coordinate appointments.
   • Ensuring accountability of events, including preparing participant lists, justification for hiring venues outside GIZ premises, hospitality forms.
   • Other responsibilities

4. Procurement
   • Conduct market research on suppliers and service providers to maintain a reliable and cost-effective database and regularly assess alternative options.
   • Implementation of smaller procurement processes in accordance with internal regulations up to a threshold value of €1,000.
   • Oversee those procurement processes within the delegation (€1,000), ensuring that they comply with GIZ procurement guidelines and Lebanese procurement law where applicable.
   • Conduct quality checks on procurement documentation, including contracts, purchase orders, terms of reference (ToRs), and order requests, prior to submission for approvals.
   • Monitor ongoing contracts and track payment of invoices to contractors, assisting them in preparing time sheets and invoices according to GIZ templates and guidelines.

5. Other Duties
   • Serve as the primary point of contact for finance and administration-related inquiries, updating the Head of Program and project experts on all relevant issues, including potential delays and risks.
   • Promote seamless information exchange between project team members, partners, and external institutions, supporting collaborative workflows.
   • Coordinate with the Service Unit Cluster GOV and Country Office to align financial processes and reporting across all associated projects.

Project Description:

The project Peaceful Coexistence in Lebanon aims to strengthen social cohesion and peaceful coexistence between Syrian refugees and residents of the host urban areas and communities in northern Lebanon. The aim is to improve the range of inclusive meeting, dialogue, reflection and exchange formats. This approach is coupled with the development of individual skills of representatives of local administrations, CBOs (community-based organisations), the host population and Syrian refugees. 

Cash for Work (C4W) focuses on supporting the host communities in the governorates of North Lebanon and Akkar. It pursues an integrative approach, i.e. refugees and the host population are addressed equally. CfW workers work in various areas and learn basic skills in light rehabilitation measures for infrastructure, in handicraft activities (e.g. sewing, tailoring), urban gardening and farming, but also in community kitchens.