The Deutsche Gesellschaft fuer Internationale Zusammenarbeit
(GIZ) GmbH is a German international cooperation enterprise for sustainable
development with worldwide operations.
The Jakarta based first module of the
ASEAN-German Programme on Response to Climate Change in Agriculture and
Forestry (GAP-CC) seeks 1 (one) qualified person for the Office Manager
function, preferential to be started at 1st August 2014
A.
Responsibilities
- Ensuring the necessary office conditions (internal service organization, office materials, logistics, information and communication flow) for efficient working procedures in the project
- Organizing and steering administration tasks for the technical project team including secretariat support particularly to the superior
- Maintaining a good work relationship between the project, the GIZ-Office in Jakarta, and other GIZ-offices and projects.
- Keeping updated and completed the project’s document files in the local project’s filing system and in DMS in line with GIZ’s filing rules
B.
Tasks
1. Office
coordination and management
- Coordinates and organises the internal services for the functioning of the project (driver, communication services, delivery of materials etc.)
- Organises and maintains the project’s logistic and equipment required for the functioning of the daily work procedures and for particular meetings and events
- Coordinates the daily administrative processes of the project/program in close cooperation and division of labor with the project’s finance professional and the superior
- Supports the internal communication and coordination incl. agreed time schedules, meeting reports, absences and leave planning etc.
2. Secretariat work and
services
- Manages incoming and outgoing correspondence (post, fax, email)
- Supports the scheduling and administrative work (duty trips, reports, GIZ-internal communication) of the superior and of the technical staff
- Prepares and organizes information, materials and other supports to events or activities on behalf of the technical staff.
- Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
3. Administration
- Manages leave requests for contracted experts and keeps the internal leave monitoring updated
- Assists in administrative processes of the project as needed and agreed with the financial expert and the superior
- Creates and maintains updated a filing system for the office (electronic and hard copies) and treats information confidentially, specifically in the areas of personnel and finance
- Maintains the inventory list for the office/project/program
4. General
tasks
- Interprets and translates as required
- Organizes and coordinates project support staff (driver, IT-Expert) on behalf of the superior
- Supports in organizing workshops, training and other events according to the project’s operational plan
- Performs other duties and tasks at the request of the superior
- Maintains an efficient and trust-based working relationship with the colleagues form other projects and the GIZ-Office
- Contributes actively to a good working climate and team working within the project
Duty Station: Jakarta
Kindly send your comprehensive resume and salary expectation to tri.sihombing@giz.de and recruitment-indonesia@giz.de with
OM-GAPCC code as email subject by at
the latest 5 June 2014
