Gesellschaft
für Internationale Zusammenarbeit (GIZ) GmbH is the German International
Cooperation implementing sustainable development on behalf of the German
Government. SUTIP (Sustainable Urban Transport Improvement Project) aims at
supporting Indonesian cities in implementing an environment-, energy- and
climate-friendly transport system. The overall objective is to contribute to a
sustainable urban development and a better quality of life.
The implementation phase of SUTIP which is part of the Energy and
Climate Change program, started mid-2009. Various documents have been prepared,
trainings executed, advice provided on transport legislation and related
regulations, and inputs prepared for the National Road Map on CO2 mitigation
for the Ministry of Transport. Since February 2013 the main cooperation
partner changed to be the Ministry of National Development Planning (BAPPENAS),
however support and close cooperation is still being provided to the Ministry
of Transportation.
Work with the at present 4 partner cities- namely Palembang,
Bogor, Solo and Yogyakarta started since 2010 and various trainings, advice on
public transport restructuring, PT improvement schemes, TDM measures and NMT
development has been provided on a regular and ongoing basis. Since end of 2014, we add 2 algomoration city which are Denpasar and Bandung.
We are looking for an:
Junior Administrative Professional
Duty Station: Solo Office - Dishubkominfo Surakarta
A. Responsibilities
The
Junior Administration Professional is responsible for:
- Providing of administrative support to the project;
- Meeting the administrative requirements of the office independently with minimum input and supervision;
- Effective coordination with the colleagues of the Finance and Admin Department of GIZ Sutip Jakarta;
- Financial management (Cash and Bank payment);
- Ensuring that the provided services within the section are done correctly according to GIZ Financial and Accounting Guidelines;
- Overall smooth, uninterrupted and thorough functioning of the library and documentation;
- Collecting, preparing, recording, storing and retrieving of relevant documents and print publications; and
- Assisting technical team in survey, monitoring and evaluation.
The
Junior Administrative Professional performs the following tasks:
B. Tasks
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;
- Monitor responses and carry out routine correspondence, as requested; and
- Make photocopies and scans documents if and when required.
Daily
Administration :
- Compile and organize information materials;
- Label files according to GIZ filing system;
- Establish and/or update index of, and data on, contact addresses, phone/fax numbers and e-mail-addresses regularly;
- Assist in setting up and maintaining a filing system in office, and seeing to it that information is kept confidential, particularly in the field of personnel and finance;
- Maintain and up-date the project filing system for incoming and outgoing letters, faxes, e-mails on a daily basis;
- Assist in the logistical management and documentation of meetings, workshops, seminars and other project activities inside and outside the office;
- Attend internal team meetings/workshops and write minutes of meetings;
- Support the logistics of programs, make travel arrangements and manage travel requirements (tickets, flight and hotel booking, transport, etc.);
- Ensure the availability of necessary office supplies;
- Execute small purchases of office equipment and material;
- Report damages to administration, organizes and follow-up the proper maintenance and repair of office equipment.
- Maintains an inventory for the office; and
- Maintains the inventory record of the projects.
Financial Management :
- Maintains cash of projects;
- Completion of all necessary paperwork to enable authorization for payments;
- Supports payments for projects (e.g. mailing cost, printing/photocopy, taxi cost and train cost);
- Supports the elaboration/calculation of travel claims;
- Prepares project related payments and submit the required payment documents to Sutip Jakarta;
- Provide a monthly financial report (settlement of advance);
- Provide any financial information as requested; and
- Maintains filing for financial section.
Procurement
< 500 Euro :
- Maintain, carry out, and responsible for local procurement (negotiates costs, orders stationary, inspects delivery etc.), including quotation procedures, according to GIZ guidelines;
- Keep database on suppliers and conducts regular search for alternatives;
- Receive and check delivered materials;
- Advise suppliers of defective goods delivered and arrange necessary follow-ups;
- Check invoices, delivery receipts and other papers and sign them/submit them for payment;
- Arrange and coordinate the safe transhipment of deliveries to the requesting project;
- Inform projects of location and time of delivery;
- Encode required information into the Procurement Database; and
- File documents with completed transactions.
Organization
and processing of library and documentation :
- Receive and register all incoming books, reports, documents, studies, project documents, and other related documents (brochures, magazines, newsletters, promotion material, etc.) and be responsible for the processing of new books, reports;
- Stamp every new book, report, document, etc. with the office/project stamp;
- Produce and manage classification list, a catalogue and a keyword list for literature, project documents and media other than books collection (Videocassette, CD, etc.) etc. and update them regularly; and
- Prepare and manage displaying table in the library for new incoming material, interesting new books, etc.
General
Services :
- Arrange W/S equipment (ZOPP-case and material, flipchart, pin board, etc.); and
- Distribute verbal notes, visitors list and up-date of GIZ-projects
Other
Duties/Additional Tasks :
- Assist in and/or carry out other project activities and any other tasks as assigned; and
- Undertake further job training related to his/her position and duties if required. Specific training needs shall be identified and appropriate programs selected jointly with the GIZ Principal Advisor/Project Director.
C. Required qualifications, competences and experience
Qualifications :
- Bachelor Degree from management, accounting, finance or similar field
Professional experience :
- At least 2-3 years’ professional experience in a similar position
Other knowledge, additional competences :
- Excellent command of MS-Office
- Good knowledge of management and communication skill
- Language skills (English and Indonesian)
Please submit your comprehensive resume to rimbun.hutagalung@giz.de
cc: daniel.herrmann@giz.de
before 22 December 2014 with email
subject: SUTIP – Administration Solo
