Administration assistant – QuA-VET

Job Profile

A.  Required Qualifications, Competencies and Knowledge

Formal Education

• University degree preferably in Accounting, Finance, Law or Business

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, the knowledge of German or/and French will be 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
• Resourceful and capable to research and source information
• Flexible and adaptable to changing working conditions

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 an overall smooth and correct functioning of the project’s cash book in line with GIZ standard procedures
• verifies correctness of registrations in the car logbook
• calculates mileage and use of fuel for the project car
• verifies correctness of invoices received
• collect supporting documents (minutes, participants, etc.) to be attached to the invoices
• collects signatures 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 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
• Acts as project communication and PR focal point

Project Description: The project "Improving the Quality and Attractiveness of Vocational Education and Training in Lebanon" aims to increasingly align vocational education and training in sectors with sustainable employment potentials with the needs of the Lebanese economy.

Emphasis is placed on improving the partnership between vocational training institutions and the private sector, strengthening human resource capacity in vocational training institutions, and developing practice-oriented training programs. The target groups of the project are young people, unemployed and underemployed adults who want to improve their employment prospects through qualifications relevant to the labor market.

The implementing partner is the Directorate General for Vocational and Technical Education (DGVTE), which lacks capacity at various levels to involve the private sector in vocational education and training. This concerns curriculum development, teacher training and the expansion of practical elements in teaching. The project's advisory approach includes establishing and advising coordination bodies with representatives of the state vocational training sector and company representatives at the macro and steering levels, piloting cooperation models between vocational training institutions and the private sector, systematic human resources development in public vocational training institutions and testing competency-based, modularized training programs.