Admin Assistant _ LIZ

1. Required Qualifications, Competencies and Knowledge

Formal Education

• University degree preferably in Accounting, Finance, Law or Business or a BT in accounting plus 5 additional years of working experience.

Experience

• Minimum 2 to 3 years of working experience in administrative position
• Working experience with an international organisation or outside Lebanon (preferably in one of the G10 countries) is considered an advantage
• Working experience with GIZ administrative system and regulation is considered an advantage.

Other Qualifications

• Fluent in written and spoken English and Arabic,
• Knowledge of German or/and French is considered an advantage
• Excellent command of MS Office
• Proficient use of modern telecommunication systems
• Excellent office administration, organisational and self-drive skills
• High standards of confidentiality and loyalty
• Reliable, accurate, consistent, persistent and easy going
• Driving licence holder
• Occasional missions over Lebanon.

Working place: Council for Development and Reconstruction (CDR)

2. Responsibilities

The Administration Assistant is responsible for:

• providing administrative guidance and support to the project
• meeting administrative, accounting and financial requirements of the project according to GIZ standard procedures, and to GIZ Financial and Accounting Guidelines
• procuring material, goods and services for the project according to GIZ rules and regulations
• keeping team leader and experts informed of the status of procurement/custom clearing etc., especially in cases of delays.

3. Tasks

Finance and Accounting

The Admin assistant under supervision:

• produces monthly requests for funds
• implements and monitors a correct functioning of the project’s administration of (petty) cash payments including the operation of the WINPACCS-cashbook and accounting
• verifies correctness of registrations in the car log-book
• calculates mileage and use of fuel for the project cars
• verifies correctness of invoices received
• collect supporting documents (minutes, participants, etc,.) to be attached to the invoices
• codes the invoices to be reimbursed by EIB under incidentals
• collects signatures for approvals on invoices
• transfers signed invoices to Beirut GIZ Office for reimbursement and collect cash
• prepare and submit a monthly reconciled cash expense report
• fill in travel expense statements of staff
• maintain proper and confidential filing of financial related documents, office asset register and project inventory list.

Procurement

The Admin assistant under supervision:

• procure goods up to EUR 2500 in accordance with GIZ guidelines
• procure services up to EUR 2500 in accordance with GIZ guidelines
• oversees office supplies and stationaries and procure ordering them as needed
• organises and procure items for workshops
• receives and verify delivered materials
• inform suppliers of defective goods delivered and arranges necessary follow-up
• encodes required information into the inventory for project equipment
• files procurement documents with completed transactions
• organises and follow-up translations services
• keeps track of the inventory and register them on Onsite asset
• supports the team with the flight booking and travel claim according to GIZ Rules and Regulations.

Project General Duties

The Admin assistant:

• assists the project team in communicating with the project stakeholders
• maintains profile and professional verbal and written communication
• prepares and revise letters, reports, memos and documents in general
• assists the project team in arranging meetings and events
• provides real-time scheduling support to experts preventing conflicting events
• greets and assist visitors
• books and organise travel arrangements
• maintains contact lists
• handles requests for information and data
• participates in project activities related to knowledge management assuring the uploading of files at the end of each reporting period
• assists the project team on different administrative and organisational issues when requested and in coordination with the Project Team Leader
• provides simple translations (Arabic-English; English-Arabic as required)
• conducts general clerical duties including photocopying, scanning and mailing
• coordinates maintenance of office equipment.

Description of the project

The overall objective of the project is to support the Lebanese authorities in the implementation of the Lebanese Industrial Zones (LIZ) project. The project consists of the construction of new industrial zones throughout Lebanon. The industrial zones are expected to host both new industries as well as companies re-locating: These will be mainly local SMEs from a variety of sectors.

The project will bring several benefits, contributing inter alia to: (i) increased levels of regional and local development; (ii) boosting the competitiveness and productivity of the Lebanese industrial sector; (iii) job creation; (iv) expanding the domestic market by increasing production and reducing imports; (v) potentially boosting Lebanese exports; (vi) encouraging green industries; (vii) overall, increasing the resilience of the Lebanese industrial sector to external shocks and destabilizing factors.

The project is part of a new national plan for industrial development in Lebanon and is seen as a pilot. The plan aims at supporting industrial development by providing enterprises with good operating conditions (accessibility, power, water and wastewater services, etc.). Thus, the project will contribute to the plan by remedying the current situation of inadequate informal private industrial areas and lack of equipped land for industrial development.