Admin Assistant _ ProVTE

Position: Administration assistant to the EU funded project: Technical Assistance for More Practice Oriented VTE in Lebanon (ProVTE)

A. 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
 2-3 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, organizational and self-drive skills
 High standards of confidentiality and loyalty
 Reliable, accurate, consistent, persistent and easy going
 Driving licence holder
 Occasional mission in all Lebanon to DGVTE technical

Working place: Based in one of the three locations: Dekwaneh, Mar Michael, Khirbet Qanafar

B. Responsibilities
The Admin assistant is responsible for:
 providing administrative 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

C. 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 EU 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 project stakeholders
 maintains polite 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 project is designed to support the ambitions of the MEHE and employer organisations to make the VTE provision more demand-oriented and responsive to labour market needs. The idea is to further promote the practice-orientation of VTE, while at the same time encouraging the introduction of a strategic shift towards practice-orientation (work-based learning) in the mainstream VTE system. The project is structured in four components:
1. Consolidate quality of the VET practice oriented initiatives;
2. Improvement of the information base for practice-oriented learning;
3. Promotion of practice-orientation in main streams of VTE in Lebanon, and
4. Improving planning and coordination in the VET sub-sector.

The main project approach is participatory and based on capacity development which aims to empower key stakeholders in VTE to better understand the obstacles inhibiting the realization of their developmental goals while enhancing their abilities that will allow them to achieve measureable and sustainable results.

Expected Impact
The overall objective of the Practice-oriented VTE project is to improve the quality, relevance and responsiveness of the public Lebanese VTE system to the needs of the labour market. Its purpose is to promote and strengthen planning, coordination and implementation for a more practice-oriented VTE in Lebanon.