Admin Assistant - VTE4all

Salary band: 2 Assistant /2A
Administration assistant to the EU funded project: Vocational and Technical Education for All in Lebanon (VTE4all)

A. Required Qualifications, Competencies and Knowledge
Formal Education
 University degree preferably in Accounting, Finance, IT, Law or Business or a BT in accounting

Experience
 2-3 years of working experience in administrative position
 Working experience with an international organisation 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,
 Knowledge of German or/and French is 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
 Driving licence holder
 Occasional mission in all Lebanon to DGVTE technical

Working place: Beirut with various missions all over Lebanon

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 the project manager and team leader informed of the status of procurement/custom clearing etc., especially in cases of delays

C. Tasks
Finance and Accounting
The Admin assistant under supervision:
 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 cars
 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 for approvals 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 and services accordance with GIZ guidelines
oversees office supplies and stationaries and procure ordering them as needed
 encodes required information into the Inventory for project equipment
 keeps track of the inventory and register them on Onsite asset
 organises and procure items for workshops
 receives and verify delivered materials
 inform suppliers of defective goods delivered and arranges necessary follow-up
 files procurement documents with completed transactions
 organises and follow-up translations services
 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
VTE4all is one of the projects financed by the “EU Regional Trust Fund in Response to the Syrian crisis” in the second semester of 2020. The project, implemented by GIZ, is building on the ProVTE1 experience in designing and delivering Competence Based Training (CBT), to increase the employability prospects of vulnerable individuals while supporting Technical and Vocational Education and Training (TVET) system strengthening and its relevance to the needs of the labour market.
The project will implement the following components:
• Provide job-related competences in the construction sector. It covers developing CBT curricula, building capacities, and implementing CBT modules in Directorate General of Vocational and Technical Education (DGVTE) schools and in a Boarding Training Centre (BTC) and assisting selected beneficiaries in the process to find a job in the sector.
• Provide job-related competences in sectors other than construction, in partnership with other EUTF projects. It covers developing CBT curricula, building capacities, and supporting the partners in implementing CBT modules in DGVTE schools.
• Build the capacity of TVET actors (assessors, teachers, and trainers) to deliver, assess and certify job-related competences.
• Develop technical theoretical subjects in distance learning modality, for the new BT (Baccalauréat Technique) in in construction technique, designed and proposed by ProVTE. This will overcome the closure of the schools and limit the diffusion of COVID-19.