GIZ - SICCR Job Administration Assistant - Aceh, Indonesian

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperati... thumbnail 1 summary
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The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and public and private sector clients in around 130 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.

The GIZ is implementing the EU-funded Climate Change project: Support to Indonesia's Climate Change Response (Technical Assistance component) SICCR. The 3 year project aims to pilot tangible measurements (low carbon, resource efficiency, sustainable management of the use of Biodiversity and livelihoods and optimized development planning and build the capacity of Aceh to support and contribute in an effective and coherent way to Indonesia’s efforts to set itself upon a low-carbon development path through low-emission economic development and optimal land use planning within the LULUCF (Land Use, Land Use Change and Forestry) Sector.

GIZ Indonesia is seeking one qualified Indonesian candidate for the following position:

Administration Assistant
(Based in Aceh)

Responsibilities
  • ensuring that the project office and secretariat runs smoothly
  • organising and coordinating project activity in Aceh
  • maintain and promote good communication flow, particularly with the Aceh Provincial Coordinator, team members and partners
  • daily operational performance of all administrative tasks for the Aceh office
  • performing all daily duties in the assigned area of responsibility
  • filing documents in reference files or in DMS in line with GIZ’s filing rules
The Job Holder performs the following tasks, but is not limited to:

Secretariat work and services
  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and distributes it
  • replies to and looks after correspondence
  • photocopies and scans documents as needed
  • organizes external written translations when required
  • participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
Office coordination, office management and general project coordination
  • deals with annual and other leave requests for contracted experts
  • coordinates and monitors schedules and events relating to the GIZ office
  • coordinates and organises rooms for meetings, as well as hotel rooms or partner facilities, etc. as related to visitors, workshops, trainings, and the like
  • coordinates equipment, etc. required for meetings with the responsible person
  • prepares and organises information materials for meetings
  • ensures that the necessary office supplies are available
  • purchases office equipment and supplies within set value limits
  • reports damage to the team leader, organises and monitors the service and repair of office equipment
  • Organizes and supervises project drivers and vehicles and organizes transport.
Administration
  • assists in creating and maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
  • updates the filing system daily with incoming and outgoing correspondence
  • maintains the inventory list for the office/project/programme
Financial services
  • assists with creditor and debtor administration
  • prepares transfers and/or other bank documents and checks these before execution
  • makes regular (monthly) payments
  • is responsible for administrative aspects of financial management, e.g. bank withdrawals, direct debit orders, under the guidance of the head of administration,
  • runs errands, e.g. paying invoices, delivering and collecting documents
  • manages the petty cash and the cash book
General tasks
  • welcomes visitors in a friendly manner and serves them with beverages
  • interprets and translates if required
  • Arranges travel for visitors, booking tickets and organizes transport
  • Assists with event management such as meeting, training, workshop’s, etc.
Other duties/additional tasks
  • reports without delay to the person responsible for accounting on all problems in financial administration and compliance with rules
  • performs other duties and tasks at the request of management
Required qualifications, competences and experience
  • certificate/diploma or comparable qualification from a certified institution (administration, accounting, management, secretariat);
  • at least 3 years professional experience in a comparable position;
  • Having professional experience in Aceh will be an advantage;
  • Knowledge in WINPACCS will be an advantage;
  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office);
  • Good knowledge English and communication skills;
  • Broad experience of office management and administration;
  • Confidential handling of data and information;
  • Willingness to acquire new knowledge as required by the tasks to be performed – corresponding measures are agreed with management;
Duty Station: SICCR OfficeBanda Aceh
Direct Supervisor: Provincial Coordinator and Head of Administration Aceh

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on 22 July 2016.

Please indicate your application by putting the following code in the subject line: SICCR – ADM ASST.

Please name your file as follow format:
[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate]

Only short-listed candidates will be notified.
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