Lowongan Administration Professional - GIZ, Jakarta

The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a German international cooperation enterprise for sustainable development with worldwide operations. GIZ is commissioned by Bundesministerium für Umwelt (BMU) to set up a Strategic Partnership for Supported NAMAs and Climate Finance which Support the Indonesia Climate Change Trust Fund  (ICCTF).  BMU-ICCTF project is looking for:

Administration Professional

(Office Manager)

A.       Responsibilities

The administrative professional is responsible for

• Providing administrative services for the programme
• Meeting the administrative needs of the office independently, with a minimum of intervention
• Ensuring that financial and administrative regulations are complied with GIZ rules
• Filing documents in reference files or in DMS in line with GIZ’s filing rules
• Ensuring that financial administration functions well in accordance with GIZ standard procedures
• Financial planning, monitoring and accounting for GIZ-assisted projects
• Purchasing materials and equipment for the GIZ-assisted projects/programmes in accordance with GIZ rules and conditions
• Coordinating effectively with colleagues in the administrative division and with procurement officers at Head Office

The administrative professional performs the following tasks:

B.       Tasks

1.        Coordination

The administrative professional

• Ensures that information is exchanged between project/programme staff, partners and other institutions 
• Accompanies the project/programme manager or other team members to meetings if necessary
• Prepares and organises internal meetings (coordinates equipment etc. required for meetings with the responsible person)
• Coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office

2.        Administration and Office Management

The administrative professional

• Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines 
• Is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules 
• Manages confidential files, specifically in the areas of personnel and finance 
• Manage incoming and outgoing correspondence and document 
• Maintains the inventory list for the office/project/programme 
• Update the contact database regularly 
• Compile and monitor annual leave and sick leave records of the staff in the project

3.        Travel Event

The administrative professional

• Is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
• Coordinates with the GIZ office on the mode of service delivery 
• Is responsible for preparing and organising administrative and logistical (venue, travel, hotel and flight) aspects of programme activities (trainings, meetings, workshops, etc.) 
• Travel arrangement for project staff, counterpart and consultant in the project

4.        Contract

The administrative professional

• Is responsible for prepare and arrange contract up to EUR 2500 for the project for local and international consultant based on ToR 
• Manage and ensure sufficient supporting contract documents are fulfilled 
• Prepare and support the document for contract above EUR 2500 and coordinate with contract officer in Head Office 
• Monitor the status of contract implementation and payment 
• Coordination and communication with contract officer in the Head Office 
• Filing of contract document based on O + R

5.        Finance and accounting

The administrative professional

• Helps prepare programme budget planning
• Helps monitor expenses in accordance with the budget
• Manages and monitors the monthly accounting and financial plans
• Is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers
• Checks travel expense statements of staff for approval by the superior
• Initials cash withdrawals for various projects
• Carries out spot checks of the cash and bank book
• Checks requests for funds before release
• Audits project accounting
• Monitors communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc.
• Reports all problems with financial administration and compliance without delay 
• Checks the vouchers and receipts submitted by the projects/programmes for completeness and allocation to cost units and categories, and corrects these where necessary 
• Advises on financial aspects of projects 
• Carries out internal controls in accordance with GIZ’s internal controlling manual

6.        Other duties/additional tasks

The administrative professional performs other duties and tasks at the request of management

C.   Required qualifications, competences and experience

Qualifications

University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)

Professional experience

At least 3 years’ professional experience in a comparable position

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 the European language widely used in the country, ideally a knowledge of German
• In-depth understanding of financial planning and accounting
• Broad experience of management and administration
• Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management

Duty Station : Jakarta

Interested candidate should submit the application letter, CV with latest photograph and list of references (file size is not more than 500 kb) to recruitment@paklim.org by 30th January 2014.   Please indicate your application by putting the following code in the subject line: OM-ICCTF