Administrative Assistant

Responsibilities

The position holder will be responsible for

ensuring that secretariat runs smoothly

ensuring good communication and flow of information within the program and with GIZ Office Lebanon

filing documents in reference files on Knowledge Management system in line with GIZ filing rules and regulations

assisting the entire team with all relevant program administration

ensuring procurement of goods up to EUR 2500 in accordance with GIZ guidelines

ensuring procurement of services up to EUR 2500 in accordance with GIZ guidelines

supporting in keeping the inventory lists updated using the related GIZ Software and project documents

preparing and verifying vouchers in line with GIZ standard procedures and systems/Programs and in accordance with the signed authorization agreements

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

Tasks

Secretariat work and office management

The position holder

Handles all relevant program administration according to GIZ Rules & Regulations

Maintains and updates the inventory of the project

Supports the team with the flight booking and travel claim according to GIZ Rules and Regulations

Conducts regular secretarial duties (English/Arabic typing, English/Arabic translation, relevant correspondence in Arabic and English, receiving visitors and answering queries on project related issues, etc...)

Is responsible for filing documents in Knowledge Management system in line with GIZ’s filing rules

Is responsible for filing and updates the hard copy project files in line with GIZ’s filing rules

Monitors the availability of stationary, stocks and consumables

Creates a Services & Procurement database file with important contact addresses and maintains it.

Event management:

The position holder

Organizes project related activities such as workshops and trainings

Organizes logistics of trainings/ Workshops

Financial Administration

The position holder

Checks all project invoices according to contracts and makes sure they are aligned with the contracts clauses and terms (ToR, BoQ, Scope of work, deliverables)  in coordination with the technical advisors 

Prepares all project vouchers according to GIZ Rules and Regulations to be transferred to the GIZ Office for payment including all documentations and annexes

Coordinates with GIZ Country Office for payments and finance aspects

Supports in preparing for internal control sessions conducted by GIZ Office Lebanon and GIZ HQ Audit Unit

Supports on the follow up on recommendations of internal control reports.

Procurement of Goods and Services

Procures goods up to EUR 2500 in accordance with the GIZ rules and regulations

Procures services including local consultants contracts up to EUR 2500 in accordance with GIZ rules and regulations including follow up on deliverables and preparation for payments via GIZ Office

Supporting the procedures for procurement of goods and services above EUR 2500

Ensures filing for procurement of goods and services manually and electronically according to GIZ rules and regulations.

Other duties/additional tasks

The position holder

Assists in and/or carry out other tasks upon request from superior

Regularly checks the changes in GIZ Orientation and  Regulations Tool (O+R) in relation to field of work

Immediately reports all problems involving finance and regulations to superior.

Required qualifications, competences and experience

Formal Education

University Degree in Business Administration or similar

Professional Experience

2 to 3 years’ experience

Other knowledge, additional competences

Arabic native speaker, very good knowledge of English language

Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and standard office Software (Excel, Word, Power Point)

Work experience in the field of administration and management

Ability to work within a team

Willingness to up-skill as required by the tasks to be performed – corresponding measures are agreed with management.

Description of the project: GIZ-project ELCaps (Enhancing Learning Conditions at Public Schools) is commissioned by the German Ministry for Economic Cooperation and Development (BMZ) with improvement of school environment for Syrian refugee families and for Lebanese families in host communities.

Part of this project are rehabilitation works at appr. 18-20 selected public school buildings in North Lebanon, Mount Lebanon and Bekaa. ELCaps is leading and monitoring all steps from selecting schools for further rehabilitation works until over handing the rehabilitated schools back to the partner. Planning and supervision as well as the construction works are over handed to Lebanese consultants and companies.

The project cooperates closely with the Lebanese Ministry of Education and Higher Education (MEHE) which is the partner of the project.