Admin Assistant_ZFD

Job Profile Administrative Assistant/ZFD

A. Required qualifications, competences and experience

Qualifications

• University degree in Business Administration or similar relevant field

Professional experience

• 3 to 5 years of working experience in a position of administrative assistant or equivalent
• Working experience in Civil Society organizations is considered an advantage
• Working experience with GIZ administrative system and regulation is considered an advantage
• Experience with an international and multicultural working environment is considered an advantage

Other knowledge, additional competences

• Fluent in written and spoken English and Arabic, the knowledge of German or/and French will be considered an advantage
• Excellent command of MS-Office
• Proficient use of modern telecommunication systems
• Excellent office administration, organizational and self-drive skills
• High standards of confidentiality and loyalty
• Reliable, accurate, consistent, persistent and easy going

 B. Major Responsibilities

• Assisting the Civil Peace Service (CPS) Program Coordinator in the administrative and financial procedures and in the management of the CPS office in Sioufi, Beirut.
• Ensuring good communication, effective coordination and flow of information within the project/programme and with work partners, other institutions and the GIZ country office
• Ensuring that the secretariat runs smoothly/ managing daily office operations
• Making sure that financial and administrative requirements of the GIZ CPS Program are met
• Implementing and monitoring an overall smooth and correct functioning of the program’s cash book in line with GIZ standard procedures
• Procuring material, goods and services for the program according to GIZ CPS Program rules and regulations
• Keeping the coordinator and advisors informed of the status of procurement/custom clearing etc., especially in cases of delays
• Consulting of ZFD program partners on procurement procedures and service contracting
• Preparation of Internal Control, follows up on error sheet in cooperation with Admistrative Officer
• Organises onboarding of new colleagues and interns

C. Tasks

Administration and Office coordination

• Support in administrative and logistical activities (internal meetings, workshops, flight reservation, information trips, rent payments.)
• Following up on office maintenance, cleaning, etc.
• Support in logistic aspects of visitors as well as consultants of the project: draw up travel schedules/visit schedules, assure accommodation and transportation
• Prepares and participates in internal and external (team) meetings
• monitors the availability of stocks and consumables, updates lists, assures availability of information material
• Responsible for filing of documents in reference files or in GIZ documents filing system in line with GIZ internal rules
• Handles inventory as per GIZ rules and regulations using GIZ related software.
• Rreceiving visitors, phone calls and emails (and forwarding them accordingly)
• Drafting official correspondence in Arabic and English
• Is responsible for filing in accordance with GIZ rules, both in hard copies and in DMS
• Updates the car log books data of the project cars (fuel consumption, fuel filling, private car use…)
• Simple translation (Arabic-English; English-Arabic as required)
• Updates documents and lists (including list of partner organizations, DWs, leave list for business trips and holidays of team members, etc.)
• performs other duties and tasks at the request of management in coordination with the Program Coordinator
• Prepares together with Administration Officer internal and external controls
• Follows up on internal error sheets

Finance and Accounting

• Arranges administration of (petty) cash payments and reports
• checks the vouchers and receipts submitted by the projects/programmes, development workers, and national personnel for completeness and allocation to cost units and categories, and corrects these where necessary in accordance with GIZ rules and regulations
• monitors monthly expenses of PN ZFD 16.9122.9-001.16 on excel tool.
• Preparation of travel expenses document and liase with office on reimbursements

Procurements of Goods and Services

• Procurement of goods up to 2500 Euro in accordance with GIZ guidelines
• Procurement of services up to 2500 Euro in accordance with GIZ guidelines
• preparation of local procurement (that will be carried out by the Beirut GIZ Office for contracts above Euro 2.500)
• drafts consultancy contracts up to 2500 Euro after approval of TOR by the team leader
• coordinates contracting with external services (e.g. trainers or translators)
• receives and verify delivered materials
• consults all project CPS partners on procurement and service contracts
• assists CPS partners in direct implementation by choosing workshop locations and trainers choice
• consults partners on proper awarding procedures and invoicing.
• Updates team members on changing procurement limits

Support to the Civil Peace Service team

• Provides newly arrived program advisors with information on basic office procedures
• Leave/absence management: keeping track of the individual leave overview sheets for Development Workers and National Personnel, including the calculation of remaining days
• Receives and checks official travel requests from DW and NP before forwarding them to the Program Coordinator
• Supports event management of CPS events and conferences
• Keeps procurement guidelines and process sheets up to date
• Assists the booking of business trips for team members
• Updates the team on new frame-work agreements
• Develops an onboarding checklist for new team members and interns
• Organizes onboarding sessions with all subteams, GIZ RMO and forumZFD.and follows up on completeness of onboarding sessions

Description of the Program: The GIZ Civil Peace Program in Lebanon works hand in hand with civil society organizations in the fields of Conflict Transformation, Capacity Building and Dialogue. We believe that combining an outside multiparty perspective and trustful cooperation with insiders brings us forward in finding new approaches and leads us to keep asking the right questions to and with our partners.