Administrative assistant to the EU funded project: Women Empowerment Hub (WE-HUB)

Job Profile

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

Working place: Beirut

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 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
• verifies correctness of invoices received
• collects supporting documents (minutes, participants, etc.) to be attached to the invoices
• codes the invoices to be reimbursed by Expertise France
• collects signatures for approvals on invoices
• transfers signed invoices to Beirut GIZ Office for reimbursement and collect cash
• prepares and submit a monthly reconciled cash expense report
• fills in travel expense statements of staff
• maintains proper and confidential filing of financial related documents, office asset register and project inventory list

Procurement

The admin assistant under supervision:

• procures 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 project activities
• receives and verify delivered material
• informs 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 revises 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 overall objective of the action, with a budget of EUR 6,000,000, is to promote the advancement and empowerment of women for effective realization of gender equality. The project is funded by the European Union. The specific objectives of the project are:

SO1. Increase women’s leadership and participation in political and public sphere.

SO2. Foster an enabling environment for better engagement of women in the workforce.

SO3. Enhance key legislative reform and measures that protect women from all forms of violence.

WE-HUB Project will be implemented by Expertise France and GIZ, as follows:

Expertise France will be in charge of components 1 and 3 and responsible for the overall coordination of the project and donor reporting. GIZ will be in charge of component 2.