GIZ Vacancy - Office Manager for ASEAN-RESP Project (Code: RE/OM)

Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the German International Cooperation implementing sustainable development on behalf of the German Government.

The Renewable Energy Support Programme for ASEAN (ASEAN-RESP) is jointly implemented by the ASEAN Centre for Energy (ACE) and the DeutscheGesellschaft für Internationale Zusammenarbeit (GIZ) and supports regional exchange to improve framework conditions for renewable energy (RE) in the ASEAN. As a regional project, ASEAN-RESP implements activities with relevance for all 10 ASEAN member states (AMS).
Through its close cooperation with ACE and other relevant regional institutions, the project supports the AMS in better making use of existing policies and experiences and in exchanging regional know-how.  The project concentrates its activities on the following main fields of activity:

• Networking within the ASEAN RE sector;

• Technical support to and advice on RE policies and framework conditions;

• Knowledge transfer and capacity building in the sector.

The starting point for project activities is the vast experiences with RE that already exist in the AMS. By identifying and promoting good practices and successful approaches, ASEAN-RESP contributes to enhanced regional cooperation and integration. The setup and steering of focus groups complement the project strategy. Particular attention is attributed to the inclusion of the private sector since, for the development of a sustainable renewable energy sector, the know-how and commitment of the private sector is a core success factor. 

Further information on ASEAN-RESP and the project partners can be found on the following websites:  http://resp.aseanenergy.org/ ; http://aseanenergy.org/; http://aseanrenewables.info/;  http://www.giz.de/

GIZ-ASEANRESP is seeking a qualified candidate for a temporal position of:

Office Manager

A.     Responsibilities
The Administrative Professional/Office Manager is responsible for :

• Administrating consultancy contracts for the ASEAN-RESP project 
• Meeting the administrative/office managementneeds of the office independently, with a minimum of intervention
• Managing the support and administrative staff at the ASEAN-RESP office
• Ensuring that related administrative regulations are followed
• Filing documents and brochures according to GIZ standards

The administrative professional performs the following tasks:
B.     Tasks
1. Coordination :

• Assist the communication with relevant stakeholders (GIZ Indonesia and other ASEAN countries, Partners, etc.). 
• Advise within the RE programmeregarding secretarial matters.

2. Secretarial works and services for the ASEAN-RESP Office :

• 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
• Organize and take responsibility for the delivery and collection of documents/parcels from and to post office, government bodies, embassies, etc. 
• Monitor responses and carry out routine correspondence, as requested
• Make photocopies and scan documents if and when required
• Ensure the availability of necessary office supplies
• Assist in the logistical management and documentation of meetings, workshops, seminars and other project activities inside and outside the office
• Attend internal team meetings or workshops and write minutes of meetings
• Support and assist project experts and short-term consultants in fulfilling their tasks during their assignment 
• Support the preparation of visitors’ programs, make travel arrangements and organize travel requirements in Indonesia and ASEAN (transportation, hotel booking, etc.)
• organize and prepare documents for meetings if and when required
• Update & inform the daily schedule and or appointments
• Ensure guests’ comfort by offering them refreshments etc.
• Organize magazine display

3.  ASEAN-RESP Office Management :
    * Organize administrative and logistical aspects of project activities.
    * Coordinate with the GIZ offices and other projects.
    * Manage the driver and supporting staff in the ACE office including the overtime monitoring.
    * Check the vehicle logbooks on a regular basis and ensure the vehicles are handled well.
    * Check travel expense statements of relevant counterparts and staff for approval by the superior.
    * Monitor the leave of national personnel in the ASEAN-RESP Office and coordinate with the Personal Assistant of the RE Programme Director.
    * Maintain the filing system for the work-related documents and correspondence.

4. Consultancy
    * Manage the processing of contracts up to 2,500 Euro and advise technical staff about the administrative requirements.
    * Keep filing of all contracts according to GIZ rules and regulations.
    * Especially ensure that the contracts drawn in the project are filed correctly.
    * Coordinate all contracts’ preparation with GOJ above 2,500 Euro and follow up their status.
    * Monitor contracts drawn in the project regarding payments, reports, etc.

5. Other duties/additional tasks
    * 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, preferably with GIZ

     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 English, knowledge of German is an asset.
    * Broad experience of management and administration
    * Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Employement duration : 11 September 2014 – 10 March 2015

Please submit your comprehensive cover letter, CV and references until 01 August 2014 via email to asean-resp@giz.de, subject “RE/OM”.