GIZ Indonesia Green Chillers Project Job Vacancy: Administrative Assistant, Jakarta - Indonesian

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. Its corporate objective is to improve people’s living conditions on a sustainable basis.. GIZ has been working in Indonesia since 1975 on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ).
The Sulu-Sulawesi Seascape is located in the western Indo Pacific region at the apex of the Coral Triangle covering 1 million km² of marine and terrestrial areas in Indonesia (North Sulawesi and East and North Kalimantan), Malaysia (Sabah) and the Philippines. The Coral Triangle Initiative on Coral Reefs, Fisheries and Food Security (CTI-CFF) recognizes the Sulu-Sulawesi Seascape as one of its priority seascapes.
The Sulu-Sulawesi Seascape Project, with funding support from the Federal German Ministry for the Environment, Nature Conservation and Nuclear Safety (BMU), is implemented by the partner organizations in the respective countries and GIZ under the umbrella of CTI-CFF.
The overall project outcome is:
The countries of the Sulu-Sulawesi-Seascape implement their actions within the framework of the Regional Plan of Action (RPOA) in a more coordinated manner, with a special focus on Marine Protected Areas (MPA), an Ecosystem Approach to Fisheries Management (EAFM) and Climate Change Adaptation Planning (CCA).
GIZ is seeking 1 (one) qualified Indonesian candidate for the following position:
Administrative Assistant
The incumbent contributes to smoothly running operations through an effective and efficient delivery of general clerical and support services. In carrying out his/her role, the Administrative Assistant performs the following major functions/duties:
Major Functions/Duties
Office Management and Organization
  • Executes office procurement according to the GIZ regulations and code of conduct
  • Ensures the availability of necessary office supplies
  • Provides basic administrative and liaison support
  • Daily operational execution of all programme affairs
  • Manages incoming and outgoing correspondence, including faxes and e-mails on a daily basis
  • Establishes and/or updates index of, and data on, contact addresses, phone/fax numbers and e-mail-addresses regularly
Event Management
  • Organises the logistical management including budget estimation, compliance to GIZ regulations if any tendering involved, and documentation of the meetings, workshops and seminars, certificate of participants, etc. as required
  • Responsible for logistic (tickets, flight and hotel booking, transportation, etc.) for the staff, consultants, counterparts and others
  • Prepares/calculates cash advance for duty trips
  • Collects travel documents and calculates settlements of travel cost
  • Prepares travel cost calculation (Reisekostenabrechnung) for duty trips and follows up the settlement
  • Prepare invitation letters to the counterparts, checks the travel claims and prepare the reimbursement of air tickets, if there is any
Corporate General Tasks
  • Performs work of other administrative staff and/or other tasks relevant to the job or organization unit when the need arises
  • Participates in task teams and other corporate entrepreneurial or strategy-linked endeavors.
Required qualifications, competences and experience
Professional Qualifications 
  • Formal professional diploma/certificate in relevant field:  accounting, management or business administration, office management
  • At least six months experience in general office work
  • Familiar with GIZ procedures is an advantage
Competency Requirements
  • Proficiency in office administration tasks
  • Familiarity document processing functions
  • Excellent command of MS-Office
  • Adeptness in working with modern telecommunications systems, including basic skill in troubleshooting
  • High attention to details and efficiency in performing service processes
  • Capacity to cooperate constructively and reliably with colleagues
  • Mark of integrity, credibility, and authenticity
Duty Station: Jakarta

Expected to Join: June 2018

Working Duration: 6 months (June – November 2018)

Direct Supervisor:    Principal Advisor of the Sulu-Sulawesi Seascape Project and interact daily with Project Officer in Jakarta

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to The closing date to submit the application letter is onJune 3rd, 2018.

Please indicate your application by putting the following code in the subject line: SSS_Admin Assistant.

Please name your file as follow format:
[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate]_ (i.e: Nakula Sadewa_CV orNakula Sadewa_Motivation Letter or Nakula Sadewa_Reference)

Only short-listed candidates will be notified.