Project Assistant - Strengthening the resilience of smallholder farmers, micro- small and medium enterprises (MSME) and local communities

Job Profile

1. Required qualifications, competences and experience

Qualifications

• Bachelor Degree in business or relevant 
• certificate/diploma or similar qualification from a recognised college/ university

Professional experience

• At least 2-3 years’ professional experience in a comparable position

Other knowledge, additional competences

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• very good knowledge of English and Arabic, ideally a knowledge of German
• very good management and organizational skills
• 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
• customer and service-oriented attitude
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

2. Responsibilities

The project/programme assistant is responsible for

• ensuring that the secretariat runs smoothly
• ensuring good communication and flow of information within the project and with the GIZ office
• filing documents in reference files or in DMS in line with GIZ’s filing rules
• assisting the principal advisor in his/her administrative tasks

The project/programme assistant performs the following tasks:

3. Tasks

1. Secretariat work and services

The project/programme assistant

• organises and coordinates appointments for the officer responsible for the contract and other project staff
• answers, reviews, forwards and/or takes calls
• manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it and replies to and looks after correspondence
• prepares and organises information materials for the officer responsible for the contract and other project staff
• helps organise events and documents meetings, workshops and seminars within or outside the project
• helps prepare visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations
• participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
• photocopies and scans documents as needed

2. Office coordination, office management and general coordination

The project/programme assistant

• regularly draws up a list of forthcoming meetings and events
• reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
• responsible for proper IT performance and follows up with IT specialist and vendors to update and maintain the project’s IT systems
• monitors the availability of stocks, consumables and inventory
• follows up on office maintenance, cleaning, etc

3. Administration and knowledge management

The project/programme assistant

• creates an address file with important contact addresses and maintains this
• helps create and maintain a filing system for the project, treats information confidentially, specifically in the areas of personnel and finance
• updates the filing system daily with incoming and outgoing correspondence

4. General tasks

The project/programme assistant

• maintaining good impression of the reception area, an organized waiting area, courtesy and assistance to visitors
• organises and coordinates project support staff and works well with them

5. Other duties/additional tasks

The project/programme assistant

• performs other duties and tasks at the request of management
• Supports the procurement of goods & services up to a specific limit in accordance with GIZ guidelines

Description of the project: “Strengthening the resilience of smallholder farmers, micro- small and medium enterprises (MSME) and local communities” The situation in Lebanon is characterised by a structural economic and financial crisis and by the effects of the Covid 19 pandemic and the explosion in the port of Beirut in August 2020. The focus of the new Transitional Development Assistance project is to strengthen the socio-economic resilience of vulnerable groups in Bekaa and Mount Lebanon. This is done along three fields of action (1) strengthening agriculture, (2) promoting MSMEs and start-ups, and (3) promoting social cohesion at the local level.