GIZ in cooperation with the ASEAN Secretariat is currently implementing the project “Climate Smart Land Use in ASEAN” (CSLU). The objective of this project is to strengthen ASEAN in its role as coordinator of efforts contributing to international and national climate policy processes in the sphere of climate-friendly and climate-resilient land use in the agriculture and forestry sector. Three interacting outputs have been defined for achieving the module objective.
The aim of Output A is to pinpoint the correlations between agriculture and forestry in land use and stress their importance for climate protection and adaptation to climate change. In Output B, the module will assist ASEAN to play a mediating role between international and national climate-policy processes. The activities in Output C will aim at enhancing synergies among the sectoral ASEAN working groups dealing with issues of climate change.
GIZ seeks a qualified Indonesian candidate for one position of Administrative Professional
Responsibilities
- Maintaining of an overall good flow of operation, communication and information;
- Assisting the Principal Advisors in communication and arrangements;
- Assisting technical staff in communication with stakeholders and in the implementation of project activities;
- Handling logistical and administrative arrangements for meetings and events;
- Handling the petty cash for the projects including the administration of cash payments;
- Handling procurement of goods and services in the projects;
- Filing documents in line with GIZ’s filing rules.
Tasks
Administration
- Execute cash payments to vendors and collecting/preparing proper receipts and arrange monthly payments such as telephone, official mobile phones, internet, and other fees;
- Maintain the e-Cash book, including regular transactions entry and monitoring the daily cash flow record;
- Compile and prepare travel documents for travel settlements;
- Update the filing system daily with incoming and outgoing correspondence;
- Maintain the inventory list for the project office in the Onsite Asset software;
- Check and monitor attendance records of national personnel and mobile phone usage of staffs, identifies the private usages and prepare the settlement.
- Monitor project vehicle log book, e.g. checking gasoline usage; check and monitor schedule driver and coordinate with other projects, manage the overtime for the driver, identifies the private usages of official vehicle and prepare the settlement
- Assist in administrative processes of the project as specified by the superior.
- Manage the agenda of the Principal Advisor and support him/her in internal and external communication, including drafting letters and keep it as confidential matters;
- Answer, screen, forward, and or return phone calls and messages;
- Manage incoming and outgoing correspondence, including faxes, e-mails, parcels and hand-delivered messages on a routine basis;
- Support in communication with relevant stakeholders (including partner organizations);
- Support and assist seconded experts in fulfilling their tasks during their assignment, including preparing and or extending working permits, official visa and other required legal documents;
- Support the preparation of visitors’ program, make travel arrangements and organize travel arrangements and travel requirements (hotel, flight, transportation etc.);
- Organize and coordinate the work of supporting staff.
Event Management
- Assist the organization, logistical management and documentation of meetings, workshops, seminars and other project activities inside and outside the office, including in different ASEAN Member States (AMS); coordinate related issues with relevant GIZ offices in other AMS,
- Coordinate service providers and equipment etc. required for meetings with the responsible technical person;
- Coordinate with other projects in the ASEAN Cluster regarding common events and shared activities;
- Support the work of the ASEAN Cluster, i.e. by organizing meetings and taking notes/preparing the minutes of the meetings (on request).
Finance Services
- Execute cash payments to vendors and collecting/preparing proper receipts and arrange monthly payments such as telephone, official mobile phones, internet, and other fees
- Maintain the Cash book, including regular transactions entry and monitoring the daily cash flow record
- Check the vouchers and receipts submitted by the projects technical staff for completeness and allocation to cost units and categories, and corrects these where necessary
- Procure daily office supplies and equipment and keep the procurement file;
- Prepare contracts for appraisers and consultants and keep the contract file;
- Prepare service contracts for events with hotels and keep the event file;
- Coordinate contracts, procurement's and events above 2,500 Euro with the GIZ Office.
Required qualifications, competences and experience
Formal Education
- Bachelor degree in administration or similar area
Professional Experience
- Minimum of 5 years of GIZ relevant occupational experience in a similar position
Other Qualifications
- Excellent command of MS-Office
- Language skills: Good command of English in written and spoken
- Good working knowledge of telecommunication systems (Phone, fax, email)..
- Ability to collect information and data from various resources
- Able to work under pressure
- Excellent management skills and social competence
- Excellent communication skills and integrity
Other knowledge, additional competences
- Able to think conceptually, creatively and collaboratively on all elements of office management/ administration work
- Problem-solver and result-orientation
- Focused, proactive and positive working attitude
- Demonstrated ability to work effectively in a fast-paced office environment, both independently and as part of a global team
- Excellent interpersonal communication skills, including the ability to encourage collaboration with other projects, international offices, and partners
- Aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy
- Adaptable to rapidly changing priorities and able to manage multiple deadlines and deliver high quality work products
- Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management
Joining Date: May 2019
Direct Supervisor: Principal Advisor of Climate Smart Land Use project
Please submit your motivation letter and comprehensive resume (including latest photograph and list of references) to recruitment-indo@giz.de by April 22th, 2019 with subject line CSLU – Admin Prof.
Please name your file as follow format:
[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate] (i.e: Nakula Sadewa_CV or Nakula Sadewa _Motivation Letter or Nakula Sadewa _Reference)
Only short-listed candidates will be notified
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