Project Administration Officer

Project Administration Officer

Main Responsibilities

§  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 preparing financial reconciliations, fund requests, financial agreements and local subsidies / financial grants

§  travel management in the project according to GIZ rules and regulations

§  filing electronically (DMS) and in paper documents as per GIZ rules and regulations

§  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

·       assists in translating and presenting results, outcomes to stakeholders

·       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

Other duties/additional tasks

§  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)

Required qualifications, competences and experience

Education/Qualifications

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

Professional experience

·       More than 5 years’ professional experience in a similar position

·       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 and social media platforms

§  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
 

Description of the program: The European Union and Germany have set up a flexible Peace Process Support Initiative for Syria (SPPSI) in order to contribute to peace-building efforts in Syria, in particular based on the implementation of United Nations Security Council Resolution 2254. The Initiative aims to enhance the perspectives for dialogue and decrease violence, particularly through supporting civil society organisations.

The project is managed by GIZ in close consultation with the European Commission, the European External Action Service (EEAS) and the German Ministry of Foreign Affairs (MoFA). GIZ will identify suitable activities in response to the rapidly changing needs in a highly political context. The project is implemented by a small, Beirut-based team that will manage overall project activities.