Administrative Assistant

1.      Required qualifications, competences and experience Qualifications University degree in Business Administration or similar relevant field Professional experience More than 3 years of working experience in a position of administrative assistant or equivalent Working experience in the field of TVET is considered an advantage Working experience with GIZ administrative system and regulation is considered an advantage Experience with an international and multicultural working environment is considered an advantage Other knowledge, additional competences 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 2.     Major Responsibilities Providing administrative support to the project making sure that financial and administrative requirements are met implementing and monitoring an overall smooth and correct functioning of the complete financial accounting system of the project in line with GIZ standard procedures ensuring that the provided services are done correctly according to GIZ Financial and Accounting Guidelines and to standard procedures for project accounting systems procuring material and goods for the program 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 1.     Administration and Office coordination support in administrative and logistical activities (internal meetings, workshops, flight reservation, information trips, etc.) support in logistic aspects of missions and visitors as well as consultants of the project: draw up travel schedules/visit schedules, assure accommodation and transportation prepares and participates in internal and external (team) meetings, takes minutes. monitors the availability of stocks and consumables, updates lists, assures availability of information material responsible for proper IT performance and follows up with IT specialist and vendors to update and maintain the project’s IT systems. following up on office maintenance, cleaning, etc. responsible for filing of documents in reference files or in GIZ documents filing system  in line with GIZ internal rules handles inventory as per GIZ rules and regulations using GIZ related software.   2.     Finance and Accounting 3.    Procurement prepares monthly budgets and tracking variances sends bookkeeping to Beirut GIZ Office at the end of every month helps the Team leader to prepare programme budget planning monitors expenses in accordance with the budget manages and monitors the monthly accounting and financial plans carries on specific tasks such as withdraws cash, keeps accounting and financial books (such as the cashbook, bank accounts, etc.), prepares and enters in the system vouchers verifies compliance of travel expense statements of staff for approval by the superior verifies compliance of requests for funds before release maintains proper and confidential filing of financial related documents, office asset register and project inventory list verify consistency and compliance and updates the cash book (bank and petty cash transactions) daily arranges administration of (petty) cash payments and reports drafts, prepares, updates and controls all kind of contracts, controls its fulfilment, and initiates payments preparation of local procurement (that will be carried out by the Beirut GIZ Office for contracts above Euro 2.500) coordinates contracting with  external services (e.g. freelancers for teachers training. keeps database on suppliers and conducts regular search for alternatives receives and verify delivered materials advises suppliers of defective goods delivered and arranges necessary follow-up encodes required information into the GIZ Monitoring Database and Inventory for equipment Files documents with completed transactions 4.     IT security and data protection assures that all PCs are protected by confidential passwords in coordination with the IT consultant assures that all PCs are protected by permanent and regularly updated automatic virus software in coordination with the IT and assists in regular data backup by storing in GIZ filing system keeps an updated IT Documentation list as per GIZ rules and regulation and GIZ IT Guidelines.     Description of the Programme: ProVTE – 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: (i) consolidate quality of the VET practice oriented initiatives; (ii) improvement of the information base for practice-oriented learning; (iii) promotion of practice-orientation in main streams of VTE in Lebanon and iv) 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. 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.