Junior Administrative Specialist - UDPNL (Tripoli/Chekka)

Job Profile

1. Required qualifications, competences, and experience

     Formal Education

• University Degree (preferred in Business / Finance / Accounting or similar)

     Professional Experience

• At least 3 years of pertinent experience, of which at least 2 years of experience with donor-funded projects (NGOs, INGOs, etc.)
• In-depth understanding of financial planning and accounting; broad experience of project’s financial management and administration, preferably at GIZ.
• Knowledge of GIZ processes and rules.

     Other knowledge, additional competences

• Arabic native speaker, very good knowledge of English language; German is a plus.
• Good working knowledge of ITC technologies and related software (e.g., Outlook, internet applications) etc. and computer applications (e.g., MS Office, Excel, Power Point; knowledge of SAP is a plus).
• Gender sensitivity expected.
• Excellent time management skills and ability to organize a daily workload by priorities.
• A proactive approach to problem-solving with attention to details and ability to multi- task.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• Excellent written and verbal communication skills.
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
• Ability to travel inside Lebanon as needed by the programme.

2. Major Responsibilities

1.  Financial Administration

•   Checking and preparing invoices for payments according to GIZ rules and regulations and Lebanese Tax law.
•   Handling cash and payments according to GIZ rules and regulations.
• Verifying vouchers in line with GIZ standard procedures and systems/programs and in accordance with the signed authorization agreements.
•   Monitoring cash box and safe content, keeping the respective lists updated.
•   Following up on monthly reports on receivables, unsettled items and advances registered in projects journals.
•   Supporting of an overall smooth and correct functioning of the financial accounting system of the project in line with GIZ standard procedures.
• Preparing for internal control sessions according to the internal control manual conducted by GIZ Office Lebanon and GIZ HQ audit unit and external audits; follows up on recommendations of internal control reports.
• Ensuring systematic filing of finance related documents in line with GIZ filing rules and regulations.

2.  General Administration - Office Management

•   Providing administrative support to the project.
•   Procurement of materials and goods for the project according to GIZ rules and regulations.
•   Keeping Head of Programme and Experts informed about the status of procurement/Custom clearing etc., especially in cases of delays.
•   Ensuring that necessary office supplies are available.
• Handling and keeping updated project inventory list using GIZ system.
•   Checking office premises and coordinate with other projects for any needed services or repairs.

   

3. Tasks

    1. Finance and Accounting
            The position holder

• Assists in the programme’s monthly/ annual financial planning.
• Monitors expenditures/ costs versus the budget.
• Bookkeeping of all vouchers related to the project and maintaining the USD and LBP project journals and monitoring bank transactions.
• Prepares for month end closing.
• Checks requests for funds before release.
• Checks travel settlements of staff for approval by the superior.
• Checks all project invoices according to contracts and makes sure they are aligned with the contracts clauses and terms.
• Coordinates regularly with GIZ Country Office for payments, bookkeeping and other finance aspects.

2. Procurement
        The position holder

• Drafts, prepares, updates, and controls all types of contracts.

• Prepares tender documents.
• Prepares financing arrangements of finance agreements and service contracts. (e.g., construction)
• Maintains important contact addresses of suppliers and service providers and conducts regular search for alternatives.
• Receives/checks delivered materials and advises suppliers of defective goods delivered and arranges necessary follow-up.
• Encodes required information into the monitoring database.
• Maintains the office asset registers and project inventory list.
• Assists in the contracting of external services and monitors price and quantity/ quality.

3. Other Duties/ Additional Tasks
        The position holder

• Prepares and organizes project related activities, in agreement with projects’ management, such as conferences, workshops, trainings, internal meetings, team buildings etc.
• Prepares missions of projects’ staff and external partners, including logistics and info folders.
• Facilitates information exchange between the project members, work partners and other institutions.
• Updates the project organizational chart on a regular basis.
• Monitors availability of supplies (stationery etc.) and arranges for its replenishment.
• Monitors and bills private telephone, vehicle use etc.

Project Description: Local Development Program for Deprived Urban Areas in North Lebanon (UDP-NL)

In the framework of the Lebanese German cooperation between the government of Lebanon and the government of Germany, Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) in close cooperation with the Lebanese partner ministry “Ministry of Social Affairs” (MoSA) is implementing the “Local Development Programme for Deprived Urban Areas in North Lebanon” (UDP_NL). The programme is commissioned by Federal Republic of Germany and co-financed by the European Union.

The North Lebanon Local Development Programme for Deprived Urban Areas (UDP_NL) proposes as an overall objective to contribute to political stability in North Lebanon through addressing critical issues to stability and conflict prevention in that region: more inclusive economic development and social stability. The main target groups are vulnerable youth and women.