Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a German
international cooperation enterprise for sustainable development with worldwide
operations.
GIZ-Office Jakarta (GOJ) is looking for 1 (one) qualified Secretary.
Task and Responsibilities :
- Management of communication and information flow in the Director of Administration, Finance and HR (Director) 's Office
- Identifying and prioritizing tasks of the Director.
- Assist in organizing public relation for the Director's Office
- Preparing, compiling, organizing, documenting and filing information material and statistics for the Director and keep it as confidential matters
- Distribute letters/ documents to GIZ supported Projects and seconded Experts (mailbox)
- Answer, screen, forward and/ or return phone calls and messages concerning the Director
- Attend to and manage incoming and outgoing correspondence, including facsimile, electronic mails and translation if and when required concerning the Director
- Make print-out, photocopies, and scan documents if and when required
- Ensure the availability of necessary office supplies for secretariat of the Director's Office
- Report damages to administration, organize and follow up proper maintenance and repair of office equipment concerning secretariat of the Director's Office
- Manage Agenda for the Director
- In coordination with Travel & Event Officer in GIZ Office Jakarta organize logistic arrangement for visitors, Director and prepare the travel cost reimbursement for trips within Indonesia
- Maintain and update the filing system for incoming and outgoing documents on a daily basis
- Coordinate and monitor time schedule
- Assist in preparing, compiling, and organizing information material for the Director and/or his/her meetings
- Assist in organizing international and national workshops and functions
- Assist in organizing the schedule and appointments of visitors from GIZ Headquarters (non-project related)
- Assist in maintaining correct up-to-date filing procedures (electronic and hardcopy) of the filing system in the GIZ Office
- Assist in and/ or carries out other office activities and other tasks, as assigned
- Undertake further job training related to his/ her position and duties such as secretarial, computer, office, and language skills, if required.
Required Qualifications and
Competencies :
- Diploma or similar qualification from a recognized clerical school Professional Experience
- At least 2 years of professional experience in a comparable position
- Good working knowledge of ITC technologies (related software, phone, fax, e-mail, internet) and computer applications (e.g. MS Office)
- Possessing good knowledge of the English and German in spoken and written.
Interested candidates should submit comprehensive CV, list
of references and expected salary to: recruitment-indo@giz.de before 13th September 2014, with GOJ-SECRETARY as
email subject
