MHPSS - Admin Assistant

Salary band:

2

Admin Assistant for Mental Health and Psychosocial Support

Choose title of salary band

2A

Reports to:

Judith Baeßler

Deputy:

Alena Mehlau

Job Profile

1. Required qualifications, competences and experience

Qualifications

• Bachelor in Business Administration, Business Management or related field

Professional experience and competences

• At least one year of experience with donor-funded projects (NGOs, INGOs, etc.)
• At least one year of experience with administration, finances and office management
• At least one year of experience in event organization
• Arabic native speaker, proficient knowledge of English language
• Excellent working knowledge of ITC technologies and related software (e.g., Outlook, MS Office, Excel, Power Point, MS Teams, SharePoint)
• Exceptional level of meticulousness and preciseness when dealing with administrative tasks
• Strong team player, finding fulfillment in assisting the technical team to reach the project’s goals
• Excellent personal work organization and reliability
• High personal ethics and a non-judgemental, non-discriminatory attitude
• Work experience in the field of Mental Health and Psychosocial Support (MHPSS) is a plus

2. Responsibilities

The position holder assists GIZ Lebanon’s Mental Health and Psychosocial Support/MHPSS team in the implementation of activities in the field on all levels. The position is an administrative position and will provide insights into technical MHPSS work whenever possible and of interest.

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

3. Tasks

1. Invoicing and documentation
   1. Follow-up of invoices and travel claims and file them in DMS
   2. Manage travel bookings for the team and archive
   3. Archive all documents in the document management system (DMS) of GIZ and improve DMS structure when needed

2. Support office management
   1. Make sure all needed materials are available at all times
   2. Liaise with GIZ IT department to ensure functioning of IT equipment, printer etc.

3. Assist in elaboration of technical products
   1. Assist with the translation to and from Arabic, as required and/or ensure that the quality of translated documents is at a very high standard
   2. Layout products (studies, fact sheets etc.)

4. Assist in procurement of goods and services
   1. Request quotations and conducting inquiries for procurement of goods and services
   2. Support in the financial evaluation of quotations
   3. Ensure receipt and delivery of original contract documents and invoices

5. Assist event organization
   1. Book event venues and assure proper invoicing
   2. Arrange setup of location (seating, food, decoration etc.)
   3. Manage RVSP list and communicate with participants

6. Assist in administrative project closure
   1. final invoicing
   2. inventory
   3. archiving of documents

7. Assist in PR & communications
   1. Document project results and highlights
   2. Collect and store data needed for results-based monitoring
   3. Support GIZ PR responsible in the development of communications and PR products

Description of the project: Mental Health and Psychosocial Support (MHPSS) for the strengthening of psychological resources in Lebanon” cooperates with a variety of MHPSS actors, mostly NGOs/CSOs, in their efforts to provide high quality gender-, trauma- and context-sensitive psychological and psychosocial support in Lebanon. The project provides technical and financial support as well as networking and capacity development opportunities. Target groups of the project partners are, amongst others, persons affected by gender-based violence.