Administration assistant to the EU funded project: Technical Assistance for More Practice Oriented VTE in Lebanon_ ProVTE

يتطلب رسالة مع الطلب؟: 
توجيهات التقديم: 

Interested candidates are kindly requested to send their application/motivation letter and CV per email at [email protected] maximum by 23.12.2019

البريد الالكتروني للشخص المسؤول: 

Administration assistant to the EU funded project: Technical Assistance for More Practice Oriented VTE in Lebanon (ProVTE)

Job Profile
A. Required Qualifications, Competencies and Knowledge
Formal Education

 University degree preferably in Accounting, Finance, Law or Business
 Minimum 2 to 3 years of working experience in administrative position
 Working experience with an international organisation or outside Lebanon (preferably in one of the G10 countries) is considered an advantage
 Working experience with GIZ administrative system and regulation is considered an advantage
Other Qualifications
 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. Responsibilities
The Admin assistant is responsible for:

 providing administrative support to the project
 meeting administrative, accounting and financial requirements of the project according to GIZ standard procedures and to GIZ Financial and Accounting Guidelines
 procuring material, goods and services for the project according to GIZ rules and regulations
 keeping team leader and experts informed of the status of procurement/custom clearing etc., especially in cases of delays

C. Tasks
Finance and Accounting
The Admin assistant under supervision:

 produces monthly requests for funds
 implements and monitors a correct functioning of the project’s administration of (petty) cash payments including the operation of the WINPACCS-cashbook and -accounting
 verifies correctness of registrations in the car log book
 calculates mileage and use of fuel for the project car
 verifies correctness of invoices received
 collect supporting documents (minutes, participants, etc.) to be attached to the invoices
 codes the invoices to be reimbursed by EU under incidentals
 collects signatures on invoices
 transfers signed invoices to Beirut GIZ Office for reimbursement and collect cash
 prepare and submit a monthly reconciled cash expense report
 fill in travel expense statements of staff
 maintain proper and confidential filing of financial related documents, office asset register and project inventory list

The Admin assistant under supervision:

 procure goods up to EUR 2500 in accordance with GIZ guidelines
 procure services up to EUR 2500 in accordance with GIZ guidelines
 oversees office supplies and stationaries and procure ordering them as needed
 organises and procure items for workshops
 receives and verify delivered materials
 inform suppliers of defective goods delivered and arranges necessary follow-up
 encodes required information into the Inventory for equipment
 files procurement documents with completed transactions
 organises and follow-up translations services
 keeps track of the inventory and register them on Onsite asset
 supports the team with the flight booking and travel claim according to GIZ Rules and Regulations

Project General Duties
The Admin assistant:

 assists the project team in communicating with project stakeholders
 maintains polite and professional verbal and written communication
 prepares and revise letters, reports, memos and documents in general
 assists the project team in arranging meetings and events
 provides real-time scheduling support to experts preventing conflicting events
 greets and assist visitors
 books and organise travel arrangements
 maintains contact lists
 handles requests for information and data
 participates in project activities related to knowledge management assuring the uploading of files at the end of each reporting period
 assists the project team on different administrative and organisational issues when requested and in coordination with the Project Team Leader
 provides simple translations (Arabic-English; English-Arabic as required)
 conducts general clerical duties including photocopying, scanning and mailing
 coordinates maintenance of office equipment

Description of the Project:
The project is designed to support the ambitions of the MEHE and employer organisations to make the VTE provision more demand-oriented and responsive to labour market needs. The idea is to further promote the practice-orientation of VTE, while at the same time encouraging the introduction of a strategic shift towards practice-orientation (work-based learning) in the mainstream VTE system. The project is structured in four components:
1. Consolidate quality of the VET practice oriented initiatives;
2. Improvement of the information base for practice-oriented learning;
3. Promotion of practice-orientation in main streams of VTE in Lebanon, and
4. Improving planning and coordination in the VET sub-sector.
The main project approach is participatory and based on capacity development which aims to empower key stakeholders in VTE to better understand the obstacles inhibiting the realization of their developmental goals while enhancing their abilities that will allow them to achieve measureable and sustainable results.
Expected Impact
The overall objective of the Practice-oriented VTE project is to improve the quality, relevance and responsiveness of the public Lebanese VTE system to the needs of the labour market. Its purpose is to promote and strengthen planning, coordination and implementation for a more practice-oriented VTE in Lebanon.

منتهية الصلاحية
آخر تاريخ التحديث: 
23 Mar, 2020
قطاع(ات) التدخل:
الدين، المعتقد والمبادىء
آخر مهلة للتقديم:
الاثنين, 23 ديسمبر 2019
نوع العقد:
دوام‬ ‫كامل‬
مدة الوظيفة:
نطاق الراتب:
بين 1200 و 1500 (دولار أمريكي)
درجة التعليم:
تفاصيل درجة التعليم:
متطلبات الخبرة:
بين سنتين و3 سنوات
اللغة العربية:
اللغة الانكليزية:
اللغة الفرنسية:
  • Lebanon
  • بيروت