The Sustainable Urban Transport Improvement Project (SUTIP) is a
technical cooperation project in the field of urban transport development,
executed by GIZ (Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
GmbH), Ministry of National Development Planning (BAPPENAS) and the Cities of
Bogor, Palembang, Surakarta as well as the DIY Yogyakarta. The objective of the
project is “The Indonesian cities are increasingly able to implement an
environmentally friendly and energy efficient transport system, and hence
contributes to sustainable urban development”, is looking for one
Administration Officer (Junior Administrative Professional).
A. Responsibilities
The Administration Officer is responsible
for:
- Providing of administrative support to the project;
- Meeting the administrative requirements of the office independently with minimum input and supervision;
- Effective coordination with the colleagues of the Finance and Accounting Department of GIZ Sutip Jakarta;
- Financial management (Cash payment);
- Ensuring that the provided services within the section are done correctly according to GIZ Financial and Accounting Guidelines;
- Overall smooth, uninterrupted and thorough functioning of the library and documentation;
- Collecting, preparing, recording, storing and retrieving of relevant documents and print publications; and
- Development of the library system according standard needs.
The Administration Officer performs the
following tasks:
B. Tasks
Secretarial Work and Services
- 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;
- Monitor responses and carry out routine correspondence, as requested; and
- Make photocopies and scans documents if and when required.
Daily Administration
- Compile and organize information materials;
- Label files according to GIZ filing system;
- Establish and/or update index of, and data on, contact addresses, phone/fax numbers and e-mail-addresses regularly;
- Assist in setting up and maintaining a filing system in office, and seeing to it that information is kept confidential, particularly in the field of personnel and finance;
- Maintain and up-date the project filing system for incoming and outgoing letters, faxes, e-mails on a daily basis;
- Assist in the logistical management and documentation of meetings, workshops, seminars and other project activities inside and outside the office;
- Attend internal team meetings/workshops and write minutes of meetings;
- Support the logistics of programs, make travel arrangements and manage travel requirements (tickets, flight and hotel booking, transport, etc.);
- Ensure the availability of necessary office supplies;
- Execute small purchases of office equipment and material;
- Report damages to administration, organizes and follow-up the proper maintenance and repair of office equipment.
- Maintains an inventory for the office; and
- Maintains the inventory record of the projects.
Financial Management
- Maintains cash of projects;
- Completion of all necessary paperwork to enable authorization for payments;
- Supports payments for projects (e.g. mailing cost, printing/photocopy, taxi cost and train cost);
- Supports the elaboration/calculation of travel claims;
- Prepares project related payments and submit the required payment documents to Sutip Jakarta;
- Provide a monthly financial report (settlement of advance);
- Provide any financial information as requested; and
- Maintains filing for financial section.
Procurement
- Maintain, carry out, and responsible for local procurement (negotiates costs, orders stationary, inspects delivery etc.), including quotation procedures, according to GIZ guidelines;
- Keep database on suppliers and conducts regular search for alternatives;
- Receive and check delivered materials;
- Advise suppliers of defective goods delivered and arrange necessary follow-ups;
- Check invoices, delivery receipts and other papers and sign them/submit them for payment;
- Arrange and coordinate the safe transhipment of deliveries to the requesting project;
- Inform projects of location and time of delivery;
- Encode required information into the Procurement Database; and
- File documents with completed transactions.
Organization and processing of library and
documentation
- Receive and register all incoming books, reports, documents, studies, project documents, and other related documents (brochures, magazines, newsletters, promotion material, etc.) and be responsible for the processing of new books, reports;
- Stamp every new book, report, document, etc. with the office/project stamp;
- Produce and manage classification list, a catalogue and a keyword list for literature, project documents and media other than books collection (Videocassette, CD, etc.) etc. and update them regularly; and
- Prepare and manage displaying table in the library for new incoming material, interesting new books, etc.
General Services
- Arrange W/S equipment (ZOPP-case and material, flipchart, pin board, etc.); and
- Distribute verbal notes, visitors list and up-date of GIZ-projects
Other Duties/Additional Tasks
- Assist in and/or carry out other project activities and any other tasks as assigned; and
- Undertake further job training related to his/her position and duties if required. Specific training needs shall be identified and appropriate programs selected jointly with the GIZ Principal Advisor/Project Director.
C. Required qualifications, competences and experience
Qualifications
- Secondary school; or
- Diploma from secretarial school, accounting, finance or similar
Professional experience
- At least 1-3 years’ professional experience in a similar position
Other knowledge, additional competences
- Excellent command of MS-Office
- Good knowledge of management and communication skill as well national labour law
- Language skills (English and Indonesian)
Interested candidates
should submit the application letter, CV with latest photograph, list of references and expected salary to: yura.fajri@giz.de before 31st January 2014
