GIZ Vacancy : Administrative Assistant for SREGIP (Urgent) - Mataram, NTB

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

The current phase of the Regional Economic Development Programme (RED) will be finalized until December 2014. Until then, results on various instruments and strategies to promote local economic development and the business climate will be made available to decision-makers on all relevant levels.

The Sustainable Regional Economic Growth and Investment Programme (SREGIP) will start in January 2015 and move the focus to BAPPENAS’ and other relevant national and regional partners’ capacities in improving national policies and regulations relevant to achieve the project objectives. The activities on the national level will address the need to improve the business environment and the service delivery for the SME in the selected value chains. It will offer advisory services for example to improve the business and investment climate, the national strategies and frameworks for sustainable tourism and agribusiness, mechanisms to foster innovation in the private sector, etc.

The implementation at the regional level will focus on value chains (e.g. sustainable agribusiness and sustainable tourism) with a focus on the regions of West Kalimantan and NTB. 

Our office at the Bappeda Office Province NTB is looking for an Administrative Assistant

1. Responsibilities
   The Administrative Assistant is responsible for

• keeping the office premises clean and tidy
• running errands and carrying out other tasks needed to run the office smoothly
• handling of petty cash of the Mataram office according to GIZ regulations
• support for IT

The Administrative Assistant performs the following tasks:

    B.  Tasks

1. Office services
   The Administrative Assistant :

• cleans the office premises, rooms, furniture, carpets and windows
• checks and refills supplies in all areas, including office supplies, groceries and toiletries
• sets up and prepares the meeting rooms as instructed, including the meeting equipment, such as LCD projector, notebook, flipchart, etc.
• supplies the offices with hot and cold beverages and other catering services
• provides services at meetings, e.g. serves coffee and tea for guests and visitors

2.  Supports office communications and administration

         The Administrative Assistant

• supports office or project logistics, e.g. takes letters to the post office or hands them to courier services
• makes photocopies and scans documents as needed
• checks office supplies and restocks office materials, e.g. ensuring that fax machines and photocopiers are operational by filling with paper, toner cartridges etc.
• carries out minor repairs as required to keep office equipment operational
• assists to transcribe document as per request
• assists in entry the data of outlook contacts as per request
• assists in preparing label and package as per request
• answers, reviews, forwards and/or takes calls
• manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
• ensures the availability of necessary office supplies and stationary
• assists in maintaining and updating the SREGIP filing system for the office, treats information confidentially, specifically in the areas of personnel and finance

3.  Handling Petty Cash of SREGIP Office Mataram

        The Administrative Assistant

• arranges the administration of cash payments and daily cash flow
• records the incoming and outgoing transactions based on daily basis and use the GIZ electronic cash book
• makes a voucher to each receipt according to the cost category
• executes cash payments to collectors and collecting/preparing proper receipts and arrange monthly payments such as telephone, hand phone, internet, fuel, parking, and other fees
• settles advance/ account receivables occurred from petty cash transactions and settles them according to monthly WINPACCS report and report the follow up to the Administration Professional
• ensures the availability of petty cash and report to the Administration Professional before the petty cash runs out
• prepare list of expenditures for requesting petty cash
• picks up cash from bank for petty cash payments
• support Administration Professional and Head of Administration in looking for WINPACCS vouchers
• checks and settles the private expenses such as private usage of car, mobile or landline phone calls, etc.
• ensures the classification of all vouchers/receipts according to completeness and to cost centers/cost category
• Maintains the filing for financial records confidentially
• Review the completness of vouchers from regions before final checked by Head of Administration

4.  Support for Information Technology (IT) of SREGIP Office Mataram

         The Administrative Assistant is supporting IT Professional :

• maintains general administration of the entire system

• maintains PC, notebook, printer, digital camera, scanner and other hardware components
• makes copies of CD
• assists the SREGIP colleagues if there is trouble shooting with their computers, printers, copy machine, internet, and other office electronic equipment

    5.  General task

    The Administrative Assistant

• runs errands, e.g. buys lunch on request for office staff if and when required
• reports damage to office areas to the building management and organises and monitors maintenance and repair accordingly
• carries out other relevant official tasks as assigned by the Administrative Professional

C.  Required qualifications, competences and experience

   

Qualifications :

• Senior high school and more preferably D3 Accounting

Professional experience :

• At least 1-3 years’ work experience in a comparable position with references

Other knowledge, additional competences :

• English proficiency
• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• ideally, a knowledge of German, or the European language widely used in the country
• sensitivity in handling and disposing of documents which may be important
• reliability and good organizational skills, appropriate appearance and clothing

To apply for the above post, please send your application letter and comprehensive CV. Submissions should be via email to Jakarta@red.or.id or

 

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH /

Regional Economic Development Program (RED)

Attn. Ibu Budi Astuti

Kantor Bappeda Province NTB, 2nd Floor

Jl. Flamboyan No. 2

Mataram-NTB

T    +62 370 626859

 

The closing date is Monday, 15 December 2015.  Only shortlisted candidate will be contacted.