Admin & Logistic Assistant - GIZ

Salary band:

2

Admin & Logistic Assistant

Professional

2A

Job Profile

Brief Summary of the function:

The Admin and Logistics Assistant supports a wide range of operational, administrative, and logistical tasks to ensure the smooth day-to-day functioning of the GIZ Country Office. This includes facility management, procurement support, supplier and inventory coordination, master data management, and basic reception services.

In this role, the position holder performs assigned tasks reliably, in coordination with the supervisor, and in compliance with GIZ procedures (PuR), internal policies, and legal requirements. They proactively contribute to the operational readiness and continuity of the Country Office. The role is hands-on, service-oriented, and focused on practical execution in a dynamic working environment.

The position holder supports internal workflows, maintains accurate documentation, ensures proper communication with stakeholders, and provides timely information and feedback to relevant units. They work constructively with colleagues across teams and represent GIZ professionally both internally and externally.

Note: The brief profile is not intended to provide a full and complete description.

1.    Required qualifications, competences, and experience

Education

• Bachelor's degree in Business Administration, Logistics, Facility Management or a relevant field

Professional Experience

• At least 3 years of relevant professional experience in administrative/logistics roles.
• Experience in vendor management, building maintenance, and office coordination.
• Familiarity with international organizational structures is an asset.

Other Competencies

• Good command of Microsoft Office (Excel, Outlook, Word, Teams, OneDrive).
• Basic familiarity with SAP or similar ERP systems (willingness to upskill expected).
• Strong organizational, coordination, and prioritization skills.
• High attention to detail, accuracy, and reliability.
• Strong service orientation and proactive work attitude.
• Fluency in Arabic and English; German is an advantage.
• Readiness to support physical/logistical tasks as needed.
• Understanding of GIZ compliance standards and administrative workflows.

1. 2. Responsibilities

• Coordinating facility management tasks including maintenance follow-up, generator operation, inventory tracking, and office space organization.
• Supporting defined low-threshold procurement processes in compliance with GIZ rules and regulations, including supplier communication, offer collection, and document management system (DMS) documentation as well as support in tender openings.
• Managing and maintaining SAP vendor and business partner master data (registration, verification, updates) and supporting contractor onboarding.
• Organizing material stock, storerooms, and workshop supplies, and ensuring the timely availability of logistics for internal events and meetings.
• Assisting with administrative workflows such as document dispatch, filing, basic translation, and internal coordination across admin, finance, and procurement units.
• Providing occasional reception support and coordinating with drivers, tracking fleet usage, fuel consumption, and vehicle servicing.
• Contributing to office safety, access control, and emergency preparedness, including support during outages, leaks, or physical incidents.
• Promoting sustainable practices by facilitating waste sorting and encouraging efficient use of office resources.
• Proactively reporting operational risks and status updates to the Head of Finance and Administration and supporting solution-oriented coordination.
• Performing ad hoc tasks and cross-cutting operational support as assigned by the Head of Finance and Administration or the Country Director.
• The position supports digital transformation efforts of the Country Office, including transition to S/4HANA-based workflows and resource-efficient operations.

1. 3. Tasks

1. Facility Management and Maintenance

• Monitor the condition of office buildings and report maintenance needs (electricity, plumbing, carpentry).
• Coordinate with landlords and service providers for repair works and follow-up.
• Oversee generator operation: monitor fuel levels, arrange servicing, and maintain generator logs.
• Maintain inventory of furniture, IT and office equipment, and other infrastructure.
• Ensure preventive safety maintenance (e.g. fire alarm system, smoke detectors, air conditioning); monitor expiry dates of extinguishers.
• Support space planning and office organization (e.g. seating assignments, signage).
• Monitor energy consumption of solar systems and EDL meters; report discrepancies and ensure appropriate documentation.
• Maintain regular contact with property management agents and landlords to ensure building-related responsiveness.

2. Procurement and Supplier Data

• Assist in defined low-threshold procurement processes in line with GIZ rules and regulations.
• Provides support during the formal bid opening by preparing the required documents, and ensuring proper documentation in line with procedures defined.
• Support documentation for audit readiness.
• Manage and maintain SAP vendor and business partner master data, including registration, verification, and updates of bank, tax, and compliance information.
• Send invitations to register, create contractor profiles, and maintain partner records.

3. Operational and Material Support

• Manage consumables and workshop material stock.
• Ensure storeroom order and material availability.
• Coordinate logistics for events, workshops, and internal meetings.
• Assist with redistribution and physical movement of equipment.
• Prepare forms and logs (handover forms, fuel logs, maintenance checklists).
• Support monthly office space allocation reports to the Finance Unit and assist with seating coordination across buildings.

4. Reception and Administrative Support

• Provide occasional support at reception (visitor registration, call handling).
• Coordinate incoming and outgoing shipments, internal document dispatches.
• Handle translation tasks and administrative filing as needed.
• Support the flow of communication between the finance, procurement, and admin units.

5. Fleet and Dispatch Assistance

• Support Risk Management Office with vehicle usage tracking and logbook management.
• Follow up on vehicle servicing and fuel consumption records.
• Coordinate with drivers on technical issues and documentation.

6. Security and Access Support

• Monitor physical visitor access control; escorting visitors and report anomalies.
• Ensure implementation of basic office safety protocols.
• Serve as designated safety focal point for specific office zones, in coordination with the Security Risk Management Office.
• Escalate security-related incidents promptly to the Security Risk Management Office.

7. Sustainability and Environmental Practices

• Support efforts to reduce waste, energy, and water consumption.
• Facilitate waste sorting and environmentally friendly practices.
• Promote sustainable use of office resources and equipment.

8. Emergency Preparedness

• Ensure readiness of equipment and consumables in case of power cuts, water shortages, or other emergencies.
• Provide logistical support during office incidents (e.g. leaks, outages).

9. Reporting and Escalation

• Provide regular updates on tasks and operations to the Head of Finance and Administration.
• Proactively report operational risks and propose practical solutions.

10. Ad Hoc and Cross-Cutting Support

• Support cross-unit coordination during reorganizations, relocations, and short-term tasks.
• Administer office mobile subscriptions (activation/deactivation, invoice verification) in coordination with relevant service providers.
• Perform any additional tasks assigned by the Head of Finance and Administration or Country Director.

Description: The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global contractor in the field of international cooperation for sustainable development and international education work, with 24,977 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. Our business volume is around 3.7 billion euros. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in around 120 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions. Learn more on GIZ in Lebanon (giz.de)

Since opening its office in Beirut, GIZ has been supporting the German-Lebanese international cooperation for sustainable development. With the overall aim of sustaining the country’s stability, promoting its economic growth and improving the living conditions of the population in Lebanon, GIZ works in the areas of education, water, sustainable economic development, and social participation and conflict transformation. GIZ coordinates closely with the Lebanese Government to implement its projects in alignment with national policies. In Lebanon, our main commission party is BMZ with substantial co-funding from the European Union.