The
Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a
German international cooperation enterprise for sustainable development
with worldwide operations.
PAKLIM, a Program advising and supporting
the national government, local governments and industries with climate
change mitigation and adaptation initiatives. Our Work Area 4 in
Climate Education and Awareness, is looking for
Junior Administrative Professional
A. Responsibilities
The junior administrative professional is responsible for
- Ensuring that the office runs smoothly
- Maintaining office service and efficiency of office records
- Daily operational performance of all administrative tasks for Work Area 4
B. Tasks
Administration
- Filing documents in reference files, in DMS in line with GIZ’s filing rules and in PFS (Project File Station)
- Assist in documentation for internal and external meetings
- Compiles and monitors annual and sick leave records of the staff on Work Area 4 to be reported to HR manager every 3 months
- Coordinates and organises rooms for meetings
- Coordinates equipment etc. required for meetings with the responsible person
- Updates the contact database regularly
Travel Event
- Responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
- 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
Procurement & Inventory
- Purchases office equipment and supplies within defined limits
- Procures material and equipment locally, monitor markets and processes orders in accordance with GIZ regulations
- Maintains the inventory list for Work Area 4 with OnSite asset
Contract
- Supports the preparation of contracts for local and international consultants together with the technical PIC/TL (ToR, CV, Offer, etc.) and guarantees a smooth process through IMS and GOJ
Finance
- Collects and prepares proper receipts
- Supports preparing programme budget and monitoring
- Handles Medical Reimbursement of NP’s in Work Area 4
General Tasks
- Ensures good hospitality for visitors and pleasant work environment for team members
- Interprets and translates if required
- Performs other duties and tasks at the request of management
C. Required qualifications, skills, competences and experience
Qualifications
- Diploma degree in office management/administration or similar area
Professional experience
- At least 2 years’ professional experience in a comparable position
Essential skills, additional competences and other knowledge
- Able to work on own initiative and with limited supervision as well as accepting close supervision if needed.
- Good working knowledge of IT technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office)
- Indonesian native speaker, good English skills (written and spoken) and German is an advantage
Duty Station : Jakarta
Interested candidate should submit the application letter, CV and list of references to
recruitment@paklim.org before
24th October 2014. Please indicate your application by putting the following code in the subject line:
JAP-WA4
