The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a German international cooperation enterprise for sustainable development with worldwide operations
NAMA SUTRI aims in its pilot phase to contribute to climate change mitigation through establishing funding mechanisms for the financial promotion of sustainable urban infrastructure development as well as the provision of technical advisory services on such projects to seven pilot cities.
In a pilot phase NAMA SUTRI addresses urban transport infrastructure development promotion with specific focus on public transport improvement, parking management and non-motorised transport. NAMA SUTRI seeks a qualified Indonesian candidate for Senior Office Manager
The Senior Office Manager is responsible for:
General office management of the NAMA-SUTRI Office Jakarta
- Assistance to the Program Director in his administrative duties
- Ensures the overall smooth, uninterrupted functioning of the office
- Manages the public relations and marketing tasks in the program
- Maintenance of an overall good flow of communication and information with the counterparts, NAMA-SUTRI offices and GIZ Office Jakarta
- Carrying out specific tasks concerning the organization of financial administration in the programme/project.
- Implementation and dissemination of new policies, rules and regulations, etc. concerning administrative procedures.
- Visa arrangement for long-term and short-term experts
- Ensuring that the provided services within the section are done correctly according to GIZ Orientation and Rules
Tasks
Office coordination, office management and general coordination
- Supports as senior office coordinator in all overarching and organizational affairs including the non-technical management & performance monitoring of the entire program team
- Coordinates and monitors time schedules and maintains program directors’s appointment schedule
- Manages office calendar
- Manages incoming and outgoing correspondence, including faxes, e-mails, parcels and hand delivered messages on a daily basis
- Establishes and/or updates index of, and data on, contact addresses, phone/fax numbers and e-mail-addresses regularly
- Ensures proper data management / storage in the DMS system; coordination of folder structures and monitoring of proper execution within the program team
- Attends internal meeting and writes minutes of meeting
- Ensures the availability of necessary office supplies
- Supervises supporting staff; possibly the incumbent takes over disciplinary leadership for selected program staff
- Arranges schedule of driver and other support staff
- Purchase of office items up to 100 Euro
- Organizes and coordinates the schedule and appointments of the Program Director
- Reminds, updates and briefs the Program Director on his appointments for the day
- Compiles and organizes information materials and written communication for Program Director and/or meetings
- Translates Indonesian letters/correspondence/memorandum into English and vice versa if necessary
- As senior staff, independent management of program marketing (within the needs jointly agreed upon with the program director) including preparation of program flyers and brochures, PowerPoint presentations, program events etc; management of all PR activities; procurement of related external services, if necessary
- Preparation of a quarterly newsletter about the NAMA-SUTRI and SUTIP projrects to all stakeholders
- Organizes the logistical management and documentation of meetings, workshops and seminars as required
- Responsible for logistics (tickets, flight and hotel booking, transport, etc.) for the staff and visitors
- Prepares duty trip applications (Dienstreiseantrag) for international duty trip
- Prepares/calculates cash advance for duty trip NP and counterparts for local and international duty trip
- Collects travel documents (boarding pass, air tickets, and calculates settlements (Reisekostenabrechnung) of travel costs
- Monitors the frequent flyer mileage (GFF, Lufthansa, Krisflyer etc.) and initiates the usage of the mileage for the duty trips
- Monitors and settles the private expenses such as private usage of car, mobile or landline phone calls, etc.
- Handles vehicle log book:
- ensures the random check performed by the assigned representative to be compared between the mileage of the vehicle logbook with the tachometer of the cars
- checks monthly gasoline to be signed for correctness of the records by the assigned representative
- Prepares any payment using Service Requests through email to GIZ Office Jakarta
- Monitors the work of the Financial Manager and supports the Financial Manager, if required
- Process the National Personnel contract and benefit
- Calculates overtime
- Monitors holiday and leave record for all staffs
- Ensures monitoring of medical allowance is done according to GIZ standards
- Arranges uniforms for supporting staff
- Manages the daily tasks of office assistant and driver
- Ensures that the program assets are according to the inventory record
- Conducts yearly check according to GIZ regulations
- Coordinates with the administration staff in the regions on the program assets in each regional office, including hand over process
- Coordinates with GOJ on the inventory issues
- Responsible to make any insurance claim for lost inventory
- Responsible for hand-over of program assets
- Prepares the hand over correspondence from GIZ to the counterparts (at the national and regional levels)
- Ensures that handover documents are delivered and confirmed by Bappenas in the "expedition" book
- Delivers the program assets to counterparts (e.g. Bappenas) after the formal letter is done
- Requests all the necessary documents (CV, TOR) from Program Director
- Sends all the necessary documents (CV, TOR, report and evaluation report for the prolongation of assignment) to GOJ for the issuance of verbal note from the Embassy
- Sends all the documents (CV, TOR) to MoT or Bappenas and request for the recommendation letter from Bappenas
- Follows up with MoT or Bappenas
- Ensures the recommendation letters are delivered to SetNeg
- Follows up with GIZ Office Jakarta
- Assists in and/or carry out other program activities and any other tasks according to needs, as assigned
- Undertakes further job training related to her position and duties, if required. Special training programs shall be identified and selected jointly with the Program Director.
- Keeps all the documents, operations and information confidential inside and outside the program team
- Reports damages to Finance Manager, organizes and follow-up the proper maintenance and repair of office equipment
Qualifications
- University degree at masters or magister level in relevant specialisation; qualification in business administration desirable
- At least 10 years’ professional experience in a comparable position
- Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (particularly MS Office)
- Very good knowledge of Bahasa Indonesia and the English language, ideally a knowledge of German
- Leadership experience of minimum 2 years
- In-depth understanding of financial planning and accounting
- Broad experience of management and administration
- Willingness to further develop skills as required by the tasks to be performed – corresponding measures are agreed with management
