Junior Admin Specialist - Transitional Development Assistance project

Salary band 3 –

Jr Administrative Professional

Jr Administrative Specialist 2A

Job Profile

1. Required qualifications, competences and experience

Qualifications

• BA degree in communication, administration, business management or similar field

Professional experience

• At least 3 to 5 years’ professional experience in a comparable position
• Experience with and knowledge of current approaches to M&E in relief and development programs

Other knowledge, additional competences

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• very good knowledge of English and Arabic, ideally a knowledge of German
• very good management and organisational skills
• Excellent interpersonal skills and time management
• Reliable, dedicated, committed, and able to work within a team and cooperate with others
• Ability to work under pressure
• Good understanding and experience of delivering M&E frameworks & systems using tools such as log frames, surveys, etc.
• Experience in quantitative and qualitative research is an advantage
• customer and service-oriented attitude
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

1. Responsibilities

The Jr Administrative professional is responsible for

• ensuring that the secretariat runs smoothly
• ensuring good communication and flow of information within the project and within GIZ Lebanon
• filing documents in reference files or in DMS in line with GIZ’s filing rules
• assisting the project management team in their administrative tasks
• Supports the monitoring of project activities towards the achievement of indicators, including data collection, data analysis, report writing and dissemination of results (up to 30 % of effort)
• Provides support to the Monitoring and Evaluation team in the coordination of M&E-related tasks towards implementing partners
• Contributes to tasks concerning knowledge management for the project.
• Assists in the development of internal and external communication material in line with GIZ standards and procedures

The project/programme assistant performs the following tasks:

1. Tasks

1. Secretariat work and services

The Jr Administrative professional

• organises and coordinates appointments for the officer responsible for the commission and other project staff
• manages incoming and outgoing correspondence (post, email) and prioritises and organises it and replies to and looks after correspondence
• prepares and organises information materials for the officer responsible for the contract and other project staff
• acts as project focal point for the PFMU and as interface with all implementing partners for matters related to communication and PR
• independently organises events and documents meetings, workshops and seminars within or outside the project
• is responsible for the preparation of visitor programmes, draws up travel schedules, organises transport of visitors and makes hotel and ticket reservations
• participates in internal and external (team) meetings and workshops and is responsible for documenting these, e.g. by writing minutes
• photocopies and scans documents as needed

1. Office coordination, office management and general coordination

The Jr Administrative professional

• regularly draws up a list of forthcoming meetings and events for the project and the office community
• reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
• responsible for proper IT performance and follows up with IT specialist and vendors to update and maintain the project’s IT systems
• monitors the availability of stocks, consumables and inventory
• is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
• ensures that computers and software function properly

1. M&E and knowledge management

The Jr Administrative professional

• Providing support in preparing project interim reports that follows GIZ monitoring and evaluation procedures
• Assists with monitoring and evaluating project activities in project locations and reports the achievements of results
• Assists the Monitoring and Evaluation Advisor in coordinating M&E-related tasks with implementing partners
• creates an address file with important contact addresses and maintains this
• independently creates and maintains a filing system for the project, treats information confidentially, specifically in the areas of personnel and finance

1. General tasks

Jr Administrative professional

• maintaining good impression of the office areas, an organized waiting area, courtesy and assistance to visitors
• organises and coordinates project support staff and works well with them

1. Other duties/additional tasks

The Jr Administrative professional

• performs other duties and tasks at the request of management
• Supports the procurement of goods and services for the project in coordination with procurement officer, up to a specific limit in accordance with GIZ guidelines
• monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines

Project Description: The situation in Lebanon is characterised by a structural economic and financial crisis and by the effects of the Covid 19 pandemic and the explosion in the port of Beirut in August 2020. The focus of the new Transitional Development Assistance project is to strengthen the socio-economic resilience of vulnerable groups in Bekaa and Mount Lebanon. This is done along three fields of action (1) strengthening agriculture, (2) promoting MSMEs and start-ups, and (3) promoting social cohesion at the local level.