Office Assistant

Office Assistant– Local Development Programme for Deprived Urban Areas in North Lebanon (UDP-NL) Working place: Tripoli Place of action: North Lebanon Expected term of employment/contract: 05/2018-04/2019 (with options for contract extension) A. Required qualifications, competences and experience Formal Qualifications:  BA or University Degree in office administration or similar Required Qualification, competence and experience:  University degree in business administration or public administration or similar  Minimum 1 to 3 years’ professional experience in a similar position  Very good working knowledge of IT technologies (office management related software, phone, fax, email, the internet)  Extensive experience in administration, supporting missions, scheduling, appointment, customer services, internal communication  Extensive experience in handling travel arrangements, including hotel and lodging, preparation of meetings/workshop and event  Proficiency in using Microsoft Office applications, especially MS Outlook and handling public calendars Other knowledge, additional competences:  Very good knowledge of the English and Arabic language (speaking, reading and writing), German is a plus  Excellent interpersonal skills and time management  Reliable, dedicated, committed, and able to work within a team and cooperate with others  Ability to work under pressure In this context, the position holder fulfils the following tasks: B. Major Responsibilities 1. Administration and Office coordination • coordinates the Team leader daily schedule, including transportation and provides personal assistance per request • answers, reviews, forwards and/or takes calls • replies and looks after correspondence • prepares and participates in internal and external (team) meetings and preparation of minutes • monitors the availability of stocks, consumables and inventory • responsible for filing documents in reference files, DMS and electronically in line with GIZ’s filing rules • assisting in the preparation/organization of events • assisting in preparing lists and following up per phone enquiries as per the request of the Administration Officers at the Office 2. Office Management services • performing reception and secretariat services on a daily basis • answer, forward dealing with phone calls for the GIZ project, email services, sending/receiving fax/scanning/photocopying • maintaining good impression of the reception area, an organized waiting area, courtesy and assistance to visitors • reports damage to the administrative officers, organizes and monitors the service and repair of office equipment 3. Support for administrative officers • managing, coordinating, and monitoring the availability of meeting rooms and updating the related calendars (including invoices related to meeting rooms coordination according to GIZ rules and regulations, translation of invoice) • labels files in accordance with GIZ filing rules • Coordinate and supervises (including monitoring their working hours and timesheets) of the work of the office keeper staff and update their work distribution plan • completes forms and tables in accordance with specific instructions from the administrative manager • Assist preparation of internal office lists and documentations, documents service requests and enquiries • assisting other colleagues when needed in carrying out other office work on request 4. Travel Management • arranging programs for visitors. • facilitate travel arrangements such as booking tickets, flights, hotel reservations, transport etc. for national and international staff and for counterparts in coordination with the Office in Beirut • quality and completeness check of travel expenses settlement sheets for all project and Counterparts in close coordination with the GIZ Office Beirut • facilitate request for applications, visas and other necessary permits required for travelling abroad of GIZ staff and counterparts • assuring that travelers are aware of GIZ rules during travelling (boarding passes, original invoices, type of vouchers needed to assure reimbursement) 5. Other duties/ additional tasks • Perform other duties and tasks at the request of the management • Regularly check the changes in GIZ Orientation and Regulations Tool (O+R) in relation to field of work • Reports all problems and failure of compliance without delay to direct superior Description of the project: The overall objective of the Local Development Programme for Deprived Urban Areas in North Lebanon (UDP-NL) is to contribute to political stability in the region through addressing critical issues to stability and conflict prevention, more inclusive economic development and social cohesion. The main target groups are vulnerable youth and woman. The programme is focusing on the following three results: 1. Increased livelihoods of the youth and the woman of the targeted communities. 2. Improved urban environment. 3. Greater openness of the youth and children of the various communities to each other. The results are reflected in the three organizational modules of the programme: Module 1 is to promote the income generation capacities of youth woman and other vulnerable groups by providing assistance to the development of Micro, Small and Medium Enterprises, strengthening the local economic development supporting skills development and providing access to short term income opportunities. Module 2 is to implement the interventions targeting the improvement of the urban environment through investments in the construction and rehabilitation of urban infrastructure. Module 3 targets social cohesion by promoting inter-community relations between the youth of the different communities.