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
Experience
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
Procurement
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.
Interested candidates are kindly requested to send their application/motivation letter and CV per email at [email protected] [1] maximum by 23....
روابط
[1] mailto:[email protected]
[2] mailto:[email protected]