Administrative Assistant _ConTra

Administrative Assistant

A.   Required qualifications, competences and experience

Formal Education

• Preferably university degree in Business Administration or similar relevant field

Professional Experience

• A minimum of 3 years’ professional experience in a comparable position
• Experienced in preparation of purchase orders and service contracts and invoice follow up
• Experienced in handling payments and cashbooks
• Experienced in administration work in similar field or development organizations
• Experience in event management
• Understanding of ICT guidelines

Other knowledge, additional competences & skills

• Excellent English and Arabic language knowledge in writing and speaking
• French and German language skills will be an asset
• Experience and understanding of protocol related aspects
• Eye for details and capability of monitoring lists, and documentation of processes
• Broad experience of administration
• Experience and ability to cope with a dynamic and fast changing situation in the development context
• Experience and ability to deal with unexpected challenges
• Good working knowledge of IC- technologies (related software, email, internet) and computer applications (e.g. MS Office)
• Team-player and a good sense of humor

B.   Responsibilities

• Smooth functioning of financial administration, such as cash withdrawal, preparing and verifying vouchers in line with GIZ standard procedures
• Performs administrative and office support activities
• Organizing of meetings and events
• Keeping inventory according to GIZ Rules and Regulations using the related GIZ software
• Supporting the procurement of goods up to a specific limit in accordance with GIZ guidelines
• Supporting the procurement of services up to a specific limit in accordance with GIZ guidelines
• Following up on the project’s contracts- and procurement requests for payments, by assuring an effective communication with the GIZ country office administration
• Preparing financial reconciliations and refund requests
• Supporting the programme in IT security and data protection according to GIZ rules and regulations
• Supporting the programme in knowledge management and learning
• Identifying and communicating within relevant networks within the sector and GIZ
• Updating the programme’s document management system according to GIZ rules and regulations

C. Tasks:

Administration and Office coordination
 The admin assistant

• supports administrative and logistical issues (e.g. preparing internal meetings & taking minutes, making flight reservation & drafting travel claims, etc.)
• supports in logistic aspects of missions and visitors as well as consultants of the project: draw up travel schedules/visit schedules, assure accommodation and transportation
• prepares and participates in internal and external (team) meetings, takes minutes
• supports the drafting of dossiers and background checks of organizations or companies if necessary for risk assessment
• monitors the availability of stocks and consumables, updates lists, assures availability of information material
•  responsible for proper IT performance and follows up with IT specialist and vendors to update and maintain the project’s IT systems
• follows up on office maintenance, cleaning, etc
• responsible for filing of documents in reference files or in GIZ documents management system in line with GIZ internal rules
• handles inventory according to GIZ rules and regulations using the relevant GIZ software

Financial Administration:
 The admin assistant

• handles payments according to GIZ rules and regulations up to the respective value limit using GIZ software where applicable
• checks and prepares invoices for payments according to GIZ rules and regulations
• prepares project vouchers according to GIZ rules and regulations and internal control manual using the GIZ standard systems, reviews the classification and completeness of all vouchers/receipts for related projects
• prepares for  internal control sessions conducted by GIZ Office Lebanon, GIZ HQ Audit Unit, and other related external audits
• follows up on recommendations of internal control reports and monthly error sheets produced by the GIZ Office
• maintains related filing for financial section and keeps information confidential considering GIZ rules and regulations, and the internal control manual
• prepares for regular project bookkeeping sessions with the finance department at GIZ Office
• assists the programmes financial manager with monthly follow up of receivables, unsettled items and advances
   

Procurement of goods and services / Logistics Management:
 The admin assistant

• supports the procurement of goods up to a respective value in accordance with GIZ guidelines
• follows up on the programme’s contract- and procurement requests >2500 EUR by assuring an efficient  communication with the GIZ country office administration
• supports in drafting TORs for consultants and consulting companies.
• supports in organization of events, seminars, workshops and handles all related logistics and financial processes according to GIZ rules and regulations

IT security and data protection:
The admin assistant

• assures that all ICT instruments are protected by confidential passwords in coordination with the IT consultant
• assures that all ICT instruments are protected by permanent and regularly updated automatic virus software in coordination with the IT and assists in regular data backup by storing in GIZ filing system
• keeps an updated ICT Documentation list as per GIZ rules and regulation and GIZ IT guidelines

The project is based in Beirut and works in vulnerable communities in Lebanon. It will focus on enhancing the living conditions in these communities. Two elements are combined and linked: a construction and a training component. The political partner is the Ministry of Social Affairs (MoSA). Together with this partner and the participating communities labour intensive infrastructure or maintenance and rehabilitation measures will be implemented (construction). These construction measures will be implemented through people who work in the local construction sector and have received short term training that is requested and needed for the respective job (training). The training also enhances the perspective of the people in the job market. The project will work closely with the private sector.