Junior Admin Officer _ SUFA

Junior Admin Officer _ SUFA 

Job Profile

1. Required qualifications, competences and experience

Formal Education

• University Degree (preferred in Business Administration or similar)

Professional Experience

• At least 3 years of pertinent experience
• Knowledge of office management systems and procedures

Other knowledge, additional competences

• Arabic native speaker, very good knowledge of English; French and German is a plus
• Good working knowledge of ITC technologies and related software (e.g. Outlook, internet applications) etc.  and computer applications (e.g. MS Office, Excel, Power Point)
• Gender sensitivity expected
• Excellent time management skills and ability to organize a daily workload by priorities
• A proactive approach to problem-solving with strong attention to details
• Must be able to meet deadlines in a fast-paced quickly changing environment
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

2. Responsibilities

The position holder is responsible for:

• provides general administrative, logistical and technical support to the Education program

In this context, the position holder fulfils the following tasks:

3. Tasks

1. Office Management and Administrative responsibilities

• executive support to the project management
• serves as principal administrative contact and liaison with project team and other stakeholders
• supports in PR and reporting to the project partners
• develops, implements and administers processes and procedures
• conducts regular office duties (e.g. relevant correspondence in Arabic and English, receiving visitors and answering queries on project related issues)
• is responsible for systematically filing documents and updating the soft and hard copy project files
• prepares and organises information materials, reports and documentation, as needed
• manages complex calendars, arranges for meetings, appointments and travel arrangements
• participates in internal and external (team) meetings, including writing minutes, as needed
• monitors and ensures the availability of stocks and consumables
• creates and maintains important contact addresses (partners, services & procurement etc.).
• manages the GIZ car pool for the 5th floor
• updates and overviews the contracts and procurement procedures

2. Event management:

• prepares and organizes project related activities, in agreement with projects’ management, such as conferences, workshops, trainings, internal meetings, team buildings etc.
• organizes logistics of activities of projects and selected partners
• prepares missions of projects’ staff and external partners, including logistics and info folders
• supports regional activities organizationally and logistically (Lebanon and abroad).

3. Other duties/additional tasks

• coordinates missions of projects’ staff & consultants with the Risk Management Office in Beirut

• assists in and/or carry out other tasks at the request of management
• regularly checks the changes in GIZ Processes and Regulations Tool (P+R) in relation to field of work
• immediately reports all problems to superior, suggests approaches for problem solving.

Description of the project:

Under the German-Lebanese Cooperation, GIZ is implementing, jointly with the Lebanese Ministry of Education and Higher Education (MEHE) the Sustainable Facility Management at Public Schools in Lebanon (SUFA) project, funded by the German Federal Ministry for Economic Cooperation and Development (BMZ) as part of the education portfolio of GIZ Lebanon.

The project is divided into two parts. The first part focuses on the improvement of maintenance of public schools through introducing Sustainable Facility Management measures at the strategic and operational levels. The second part is about the learning environment at schools with a main focus on the concept of Green Schools which includes both the installation of environmental hardware measures and the implementation of awareness and educational activities at the school level.