The
Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a
German international cooperation enterprise for sustainable
development with worldwide operations. The Green Chiller
NAMA
project funded by the German Mininstry for Environment, Nature Conservation, Building and Nuclear Safety aims at the
development for an energy-efficient air conditioning and process cooling supply for Indonesian commerce and industry. The project therefore directly contributes to the Indonesian
GHG emission reduction target as well as to national sustainable development plans.
We are looking for
an Indonesian qualified candidate for
this following position:
Office Manager
based in Jakarta
A. Responsibilities
- Providing administrative services for the programme
- Meeting the administrative needs of the office independently
- Ensuring that financial and administrative regulations are complying with GIZ rules
- Filing documents in reference files, in DMS in line with GIZ’s filing rules and in PFS (Project File Station)
- Ensuring that financial administration functions well in accordance with GIZ standard procedures
- 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
- Organizing schedules and appointments for the principal advisor and the team in Jakarta
- Liaising with the regional project offices and with the counterpart on administrative issues
The administrative professional performs the following tasks:
B. Tasks
1. Coordination
- 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
- Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
- Procures materials and equipment locally, monitor and processes orders in accordance with GIZ regulations
- Supervises and guarantees the quality in procurement processes
- Is responsible for filing documents in reference files, in DMS in line with GIZ’s filing rules and in PFS (Project File Station)
- Manages confidential files, specifically in the areas of personnel and finance
- Manages incoming and outgoing correspondence and document
- Updates the contact database regularly
- Compiles and monitors annual leave and sick leave records of the staff in the project
3. Travel / Event
- 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
- 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
- Organizing and maintaining the calendar of the project team
4. 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 contract officer in Head Office
- Monitors the status of contract implementation and payment by using a database
- Coordination and communication with contract officer in the Head Office
- Filing of contract documents based on O + R
5. Finance and accounting
- Helps prepare programme budget planning
- Helps monitor expenses in accordance with the budget
- Manages and monitors the monthly accounting and financial plans
- 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
- 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
- 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.
- Performs other duties and tasks at the request of management
- All actions shall be in accordance to GIZ O&R and within the SOP’s of the ECCT Programme.
C. Required qualifications, competences and experience
Qualifications
- University degree in relevant specialization and qualification in business administration desirable
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
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-GC
