GIZ Vacancy - Office Manager for GE-LAMA-I (Purwokerto)

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. Green Economy and Locally Appropiate Mitigation in Indonesia (GE-LAMA-I) is a joint program by the National Development Planning Agency (BAPPENAS) and GIZ. In implementing this development cooperation project, GIZ is collaborating with the World Agroforestry Center (ICRAF) on behalf of the German Ministry for the Environment, Nature Conservation, Building and Nuclear Safety (BMUB). GE-LAMA-I supports the commitment of the Indonesian government mitigating climate change in land based sector by strengthening the sub-national governments (particularly districts) to plan and monitor green economy development (which include low carbon development objectives) and to develop four locally appropriate mitigation actions (LAMA) that have the potential to be scaled up to national level (NAMA).

GE-LAMA-I works in six districts in two provinces i.e. East Kalimantan and Central Java, which is structured into three work packages which are closely interlinked:

• Work Package 1: to develop policies at national and sub-nationals to support LAMA/NAMA development and green economy planning, mainstreaming and monitoring
• Work Package 2: to develop the institutional capacity of the sub nationals to develop LAMA/NAMA and to plan, mainstream and monitor green economy development at local level
• Work Package 3: to develop tools and methods that can help the local governments to plan and monitor green economy plan and LAMA/NAMA development in participatory way.

GE-LAMA-I is seeking one qualified Indonesian candidate for the following position

Office Manager

based in Purwokerto

A. Responsibilities Managing and organizing the general clerical services of GE-LAMA-I’s Purwokerto Office  Creating and maintaining a comfortable office as a working place which include the daily coordination with the building manager Managing smooth functioning of financial administration and financial system in general in line with GIZ standard procedures  Effective coordination with GIZ colleagues in GE-LAMA-I office Jakarta and in the accounting department in GIZ office Jakarta  Ensuring that provided services in the section are done according to GIZ Financial and Administration Guidelines and Rules and Regulations  Assisting in supporting the communication with the local counterparts, other GIZ project offices in Central Java (PAKLIM) and East Kalimantan GE-LAMA-I office  Support concerning the filing of documents according to GIZ procedures  Supervising administrative and support staff  Carrying out specific tasks concerning the knowledge management and financial administration in the programme/project.

B. Tasks Coordination Manage daily office operations and also organizes and facilitates schedule for trainings, meetings, workshops, duty travels, and others Organize and coordinate work mechanisms and the work of GE-LAMA-I team in Central Java and communicate with GE-LAMA-I Jakarta Facilitate information exchange among GE-LAMA-I Central Java team and with other GE-LAMA-I offices (Jakarta and Samarinda), the main counterparts in the three selected districts and the province as well as with the additional districts and other institutions Support and accompany Central Java’s team members to meetings, workshops, and trainings whenever necessary  Prepare and organize external and internal team meetings Administration Responsible for all administrative and logistic arrangements for programme activities (trainings, workshops and meetings) Responsible for arranging travel and venues for trainings, workshops & meetings  Ensure the proper working of the programme’s computer software and hardware  Monitor availability of supplies; maintain the inventory and perform procurement-related activities up to the specified guideline amount  Manage the filing system and inventory list of the local office according to GIZ standard  Maintain and synchronize filing system with GE-LAMA-I and shared folders of the internal server as well as the external knowledge management Contract Is responsible to prepare and arrange contracts up to EUR 2500 for local and international consultants based on ToR  Manages and ensures sufficient supporting contract documents are filed  Prepares and supports the documents for contracts above EUR 2500 and coordinates with office manager in GE-LAMA-I Jakarta office  Coordination and communication with office manager in GE-LAMA-I Jakarta office  Filing of contract documents based on O + R Finance and Accounting Prepare accounting vouchers and managing petty cash  Budgeting for GE-LAMA-I Central Java office and preparing request of project funds to Jakarta office  Settlement of travel claims and  medical subsidies for the local project team  Review activities expenditures based on planning Records and monitor daily transactions to the bank book  including the proper receipt  Controls the remaining balance at the bank account and the petty cash including bank / petty cash record sheet in the end of period Ensure that official receipts, sales invoices, etc. are properly completed  Assist with the monthly monitoring and of the fund expenditure (direct project costs plus national consultant contracts) of Central Java’s activities in accordance with the budget (cost type and cost category) Prepare accounting documents for further processing by the GIZ GE-LAMA-I office in Jakarta and prepare financial reports in accordance with the GIZ standard procedure Handle project bank account in accordance with assigned responsibility particularly cash withdrawal, income and expenditure monitoring and monthly account reconciliation. In detail the following duties are to be accomplished   Clerical Services Ensure the availability of necessary office supplies  Execute small purchases of office equipment and material Report damages to team leader, organizes and follow-up the proper maintenance and repair of office equipment and follow GIZ Green procurement policy. Support office management Compile and organize information materials Organize and maintain, filing system according to GIZ standard Maintain record of service requests  Take care of  the fuel book of the office car 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, including sort and distribute incoming faxes and other official documents  Establish and/or update the index of, and data on, contact addresses, phone/fax numbers, and e-mail-addresses regularly  Organize and take responsibility for the delivery and collection of documents/parcels from and to post office, government bodies, embassies, etc.  Support the logistics for short-term consultants and experts of the project to fulfil their tasks during their assignment.  Organize magazine display General Duties Messenger services such as payment of bills, delivery of documents, and picking up of documents

C. Other Duties/Additional Tasks Assist other experts as a translator, if and when needed Supervise of support staff (driver, office assistant,  and other supportive staff employed by the project) Contribute by regular data collection and -processing to GE-LAMA-I’s annual environmental reporting Undertake further job training related to his/her position and duties such as secretarial, computer, office, and language skills, if required. Special training programs shall be identified and selected jointly with the Head of Administration.

D. Required Entry Qualifications and Competencies Formal Education University degree in relevant qualification, in business administration is desirable Professional Experience At least 5 years of work experience in a similar position Other Qualifications Good working knowledge of modern telecommunication systems (telephone, fax, email, internet and its software) Good working knowledge of computer programs (e.g. MS Office) Familiar with GIZ working mechanisms, rules and regulations is desirable Language skills: Good command of English in written and spoken as well as local language (Javanese).

Interested candidate should submit the application letter, CV and list of references to recruitment@paklim.org before 7th September 2014.  Please indicate your application by putting the following code in the subject line: OM-PWKT-GELAMAI