Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the German
International Cooperation implementing sustainable development on behalf of the
German Government.
The Forests and Climate Change Program (FORCLIME) supports the
Government of Indonesia in their endeavour to mitigate the effects of climate
change through forestry sector reform, capacity development and implementation
of best management practices for sustainable forest management and biodiversity
conservation. Demonstration activities are being supported in selected
districts of Kalimantan to Reduce Emissions from Deforestation and Degradation
(“REDD” activities). FORCLIME is funded by the German Federal Ministry for
Economic Cooperation and Development (BMZ) and implemented by GIZ (German
International Cooperation) and KfW, the German Development Bank, with the
Indonesian Ministry of Forestry as the Programme Executing Agency.
The Programme's
overall objective is to reduce greenhouse gas emissions from the forest sector
while improving the livelihoods of Indonesia's poor rural communities. To
achieve this goal, the Programme team assists the Indonesian
Government in designing and implementing legal,
policy and institutional reforms for the
conservation and sustainable management of forests, at local, provincial
and national level. Support to REDD demonstration activities are a key feature
of the Programme, providing decision-makers with experience of how REDD can be
implemented "on the ground".
Our office at the Ministry of Environmental and Forestry are looking for an Office Manager
A. Responsibilities :
- Ensuring the necessary office conditions (internal service organisation, office materials, logistics, information and communication flow) for efficient working procedures in the overall FORCLIME project
- Organizing and steering administrational tasks for the technical project team including secretariat support particularly to the superior
- Maintaining a good work relationship between the project, the partners, the GIZ-Office in Jakarta, and other GIZ-offices/projects/institutions
- Keeping updated and completed the project’s document files in the local project’s filing system and in DMS in line with GIZ’s filing rules
B. Tasks
1.
Office coordination and management :
- Coordinates and organises the internal services for the functioning of the project (driver, communication services, delivery of materials etc.)
- Organises and maintains the project’s logistic and equipment required for the functioning of the daily work procedures and for particular meetings and events
- Coordinates the daily administrative processes of the project/programme in close cooperation and division of labour with the project’s finance professional and the superior
- Supports the internal communication and coordination incl. agreed time schedules, meeting reports, absences and leave planning etc.
- Ensures good communication and coordination with the local FORCLIME offices and provide oversight over administrative procedures following GIZ rules and regulation
2. Secretariat work and services :
- Supports the scheduling and administrative work (duty trips, reports, GIZ-internal communication) of the superior and of the technical staff
- Supports the preparation of information, materials and other supports to events or activities on behalf of the technical staff.
- Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
- Serves as an entry and exit point for correspondence and facilitates the internal distribution of letters, including recording of in coming and outgoing letters.
3. Administration :
- Manages leave requests and keeps the internal leave monitoring updated for all project staffs.
- Assists in administrative processes of the project as needed and agreed with the financial expert and the superior
- Assists for work permit processes of the EH and AMA with related partner and the GIZ Office.
- Creates and maintains updated a filing system for the office (electronic and hardcopies) and treats information confidentially, specifically in the areas of financial matters.
4.
General tasks :
- Interprets and translates as required
- Organizes and coordinates project support staff (driver, IT-Expert) on behalf of the superior
- Supports in organizing workshops, training and other events according to the project's operational plan
- Performs other duties and tasks at the request of the superior
- Contributes actively to a good working climate and team working within the project
C. Required Qualifications and experience
- University degree in relevant specialization and qualification in business administration desirable (equivalent of BA or MBA)
- At least 5 years’ professional experience in a comparable position.
- Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
- Very good knowledge English
- In-depth understanding of financial planning and accounting
- Broad experience of office management and administration
- Willingness to acquire new knowledge as required by the tasks to be performed – corresponding measures are agreed with management
Please submit your comprehensive resume to rosdiana.rosdiana@giz.de before 19 December 2014 with email subject : FORCLIME-OM
