Junior Project Admin Officer _ HLP & NAFS

Junior Project Administration Officer

A. Required qualifications, competences and experience

Education/Qualifications

• University degree in Business Administration, Economics, Finance, or equivalent/related fields

Professional experience

•  At least 3 years’ professional experience in a comparable position
•  Ideally working experience with GIZ Lebanon or in other countries
•  Experience in preparation of purchase orders and service contracts and invoice follow up
•  Experience in administration work in similar field or development organizations
•  Experience in event management
•  Demonstrates strong stakeholder-engagement and communication skills
•  Experience of and ability to work efficiently in remote team collaboration across countries
•  Experience with Gender/NGOs/community based organizations/refugees is desired

Other knowledge, additional competences

•  excellent command of MS Office
•  full proficiency in Arabic and English, knowledge of German is a strong advantage
•  ability to attentively and carefully follow rules and procedures in administration and documentation
•  ability to multi-task and handle several tasks simultaneously
•  creative individual with innovative ideas for new interventions and/or approaches
•  good team player

B. Responsibilities

The position holder is responsible for:

•  administration of procurement, payments, logistical and organizational support for project management
•  budgeting and monitoring of project expenditures as applicable and delegated
•  organising consultancy and project teams (in cooperation with superior)
•  organising of workshop & events for the project
•  Input for planning of activities and financial monitoring

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

C. Tasks

Main focus of the position is on project administration and logistical support. Tasks for project management and coordination will apply in coordination with the project manager.

1. Project administration

The position holder

•  assures smooth functioning of financial administration, such as cash withdrawal, preparing and verifying vouchers in line with GIZ standard procedures
•  maintains the Cashbook and Bankbook according to the GIZ rules and regulations
•  performs administrative and office support activities
•  organizes meetings and events, including welcoming and receiving visitors and official guests
•  keeps inventory according to GIZ Rules and Regulations using the related GIZ software system
•  handles procurement of goods up to certain limit in accordance with GIZ guidelines
•  handles procurement of services (contracts) up to certain limit in accordance with GIZ guidelines
•  follows up on the project’s contracts- and procurement requests for payments, by assuring an effective communication with the GIZ country office administration
•  supports in (DMS) and in paper documents as per GIZ rules and regulations

2. Project coordination

The position holder

•  supports the project manager in planning and implementation of delegations, seminars, workshops and other events
•  supports short term consultants during their assignments and facilitate their work
•  contributes to report writing and preparing presentations, background papers, PR materials, etc.
•  supports knowledge management and sharing with other GIZ projects and/or other relevant parties

3. Other duties/additional tasks

The position holder

•  represents the interests and always acts on behalf of GIZ
•  conducts other relevant tasks upon the requests of the direct superior
•  regularly follows up on changes in GIZ Orientation and Regulations Tool (O+R)

Introduction about the project: The current conflict in Syria has an enormous impact on the lives of Syrians and the neighbouring countries, both on personal and economic terms. More than 13 million Syrians have fled their homes. More than 5.6 million of them live as refugees in the neighbouring countries of Syria, and more than 6 million people are internally displaced. At the same time, the economy in Syria has lost large shares of its potential, rendering living conditions in Syria very difficult. A wide range of issues has to be tackled to improve the current and future situation of Syrians in Syria and abroad, as well as addressing the needs of Syrians planning to return to Syria.

Against this background, the German Federal Ministry of Economic Development and Economic Cooperation (BMZ) has commissioned GIZ to implement projects to address different challenges in these efforts, among them the "Support to the National Agenda for the Future of Syria" (NAFS) as well as the project on Housing, Land and other Properties (HLP).

We are currently looking for a Junior Project Administrative Officer who will support the two projects.