وظائف شاغرة في لبنان Admin Assistant GIZ

Job Profile

 

1. Required qualifications, competences and experience

Education/Qualifications

University degree in Business Administration, Finance, or equivalent/related fields

 

Professional experience

• At least 3 years’ professional experience in a comparable position
• Experience in administration work in similar field or development organizations
• Experience in office & inventory management
• Experience in event & travel management
• Demonstrates strong stakeholder-engagement and communication skills
• Experience of and ability to work efficiently in remote team collaboration across countries
• Experience with Gender/NGOs/community based organizations/refugees is desired

 

Other knowledge, additional competences

• excellent command of MS Office and social media platforms
• full proficiency in Arabic and English, knowledge of German is a strong advantage
• ability to attentively and carefully follow rules and procedures in administration and documentation
• ability to multi-task and handle several tasks simultaneously
• creative individual with innovative ideas for new interventions and/or approaches
• good team player

 

1. Responsibilities

The position holder is responsible for:

• Project accounting and cash management including the use of the WINPACCS accounting software, regular cash counts and reconciliations and cash security.
• Inventory management with regular stock taking, digital and physical asset tracking, disposal and refurbishment.
• Travel management and logistical support for GIZ staff and partners including booking flights, hotels, etc. and supporting the travel settlement process.
• Office management inclusive of ensuring the provision of general goods, maintenance of the office premises, coordination of the office attendant, office security, utilities etc.
• Ensuring P+R compliant administration procedures, setting up and maintaining a filing system and facilitating internal control processes
• Adhering to cost distribution agreements in processing invoices related to shared office costs.
• Support in organising of workshops & events.
• Support knowledge exchange and cooperation among key stakeholders and partners on administration and finance issues

 

In this context, the position holder fulfils the following tasks:

1. Tasks

The main focus of the position is on project administration and logistical support. Tasks for project management and coordination will apply in coordination with the project manager.

1. Project administration

The administration assistant

• assures smooth functioning of financial administration, such as cash withdrawal, preparing and verifying vouchers in line with GIZ standard procedures
• maintains the Cashbook and Bankbook according to the GIZ rules and regulations
• performs administrative and office support activities and have supervisory role for office attendant staff for maintaining office cleanliness
• organizes meetings and events, including welcoming and receiving visitors and official guests
• keeps inventory according to GIZ Rules and Regulations using the related GIZ software system
• handles procurement of goods up to certain limit in accordance with GIZ guidelines
• handles procurement of services (contracts) up to certain limit in accordance with GIZ guidelines
• follows up on the project’s contracts- and procurement requests for payments, by assuring an effective communication with the GIZ country office administration
• travel management in the project according to GIZ rules and regulations
• filing electronically (DMS) and in paper documents as per GIZ rules and regulations
• internal control preparation

 

1. Project coordination

The administration assistant

• supports the project manager in planning and implementation of delegations, seminars, workshops and other events
• Liason with Istanbul office on different admin and logistical levels and provide support accordingly
• Focal point for onboarding all Syria Portfolio colleagues & Visitors of Beirut Office (Admin, Logistics, HR) at both levels Lebanon portfolio & Syria Portfolio

• supports knowledge management and sharing with other GIZ projects and/or other relevant parties

وظائف شاغرة في لبنان Admin Assistant GIZ

1. Other duties/additional tasks

The administration assistant

• represents the interests and always acts on behalf of GIZ
• conducts other relevant tasks upon the requests of the direct superior
• regularly follows up on changes in GIZ Processes and Regulations (P+R)
• Focal point for IT support & maintenance
• Focal point for national personnel in Lebanon office for HR matters and attends HR focal meetings
• Digital pioneer for Syria portfolio, Beirut office attending meetings and sharing knowledge with project staff

 

GIZ Profile: The wide range of services offered by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH are based on a wealth of regional and technical expertise and on tried and tested management know-how. We are a German federal enterprise and offer workable, sustainable and effective solutions in political, economic and social change processes.

Most of our work is commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ). However, GIZ also operates on behalf of other German ministries and public and private bodies in Germany and abroad. These include governments of other countries, the European Commission, the United Nations and the World Bank. We are equally committed to helping our clients in the private sector attain their goals.

 

We create prospects for people and with people. As GIZ has an international mandate, we offer a multicultural working environment. We are committed service providers and dedicated professionals, even under difficult circumstances. We take pride in enabling our employees to develop their professional and personal skills. There are plenty of reasons to join our motivated team – ranging from the diverse challenges you will face on a daily basis in one of our 130 partner countries, to the broad scope you will have for shaping your work.

وظائف شاغرة في لبنان Admin Assistant GIZ