GIZ Vacany: Office Manager for Food Trade Project - Jakarta

The Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is a German International Cooperation Enterprise for Sustainable Development with worldwide operations.

Most of Southeast Asia’s economies are strongly dependent on the agricultural sector, with a considerable potential regarding trade in agricultural products. Opportunities for poverty alleviation and rural development through diversified trade exist for a wide range of product groups, such as fresh and processed fruits and vegetables, rice, palm oil, spices, fish and seafood. These opportunities have to be realized in increasingly competitive markets with strong requirements in terms of safety and quality. While compliance with food safety regulations of importing countries has long been a general prerequisite for market access, producers and traders also need to adjust to changing consumer perceptions and higher demands for quality standards from both, leading supermarket chains and a growing middle class with bigger purchasing power. Participation in higher-priced market segments calls for voluntary, private standards to complement legal requirements set by governments and duly account for quality throughout the production process, including aspects of climate change, fair trade and social factors. Against this backdrop, innovative concepts for risk-based and self-assessments of the industry, are gaining in importance.

Within the framework of ASEAN-German Cooperation in the focal area of “Regional Economic Integration” (REI), a new project is currently being prepared titled “Standards in the Southeast Asian Food Trade”. As a precondition for the implementation start, the related proposal and legal documents are set to have passed the ASEAN internal appraisal process and expected to receive endorsement from the Committee of Representatives of ASEAN soon. The project will be carried out by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, with funding in the amount of 2.5 million EUR for 3 years.

 

In accordance with the targets set out in the ASEAN Economic Community Blueprint 2009-2015 concerning “enhanced intra- and extra- ASEAN trade and long-term competitiveness of ASEAN’s food, agriculture and forestry products/commodities”, the planned project intends to stimulate the adoption of internationally recognized best practices and standards in the production and distribution of fresh and processed fruit and vegetables. This will come hand in hand with a stronger engagement of the private sector, notably in the CLMV countries, in the implementation and international acceptance of ASEAN standards.

 

The overall objective of the project is to implement international or ASEAN-wide standards for good agricultural practice and specific food quality attributes (particularly for fresh and processed fruit and vegetables) in a credible manner. The support will focus on two intervention areas:

 

1. Implementation of standards (through development partnerships with the private sector);
2. Conformity assessment (through training and learning platforms for control bodies).

 

Project activities will be consulted and jointly implemented with the Expert Working Group on Good Agricultural Practices (EWG GAP) of ASEAN as well as the Agriculture Industries and Natural Resources Division (AINRD) of the ASEAN Secretariat. The Ministry of Agriculture of Indonesia will host the project office its premises in Jakarta.

 

The Project “Standards in the South East Asian Food Trade” is looking for an Office Manager

 

1. Responsibilities
   The Administrative Professional responsible for :

• overall smooth, uninterrupted office management of the Project Office
• well-established communication to GIZ Office Jakarta, other GIZ Project Offices and Counterparts
• organization and coordination of all work mechanisms
• daily operational execution of Project affairs
• handling project inventory
• handling petty cash of the office
• 
  

    B.    Tasks

    The Administrative Professional performs the following tasks:

1. Office Coordination and Management

• manages office agenda supported by Office Assistant
• is responsible for building-related matters and technical equipment and mechanical problems for  Project Office
• is responsible for procurement of office stationary and other materials, in close coordination with the Finance Professional and support from the Office Assistant and IT professional
• guidance of administrative arrangements and assignments for project staff
• supervises supporting staff
• arranges schedules of driver
• coordination with Personal Assistant
• on eye of O & R
   

    2.    Administration

• Arranges appointments
• answers, screens, forwards and/or return phone calls and messages supported by the Office Assistant
• handles/receives incoming and outgoing correspondence (letters, faxes, e-mails) and answering it according to orders
• writes letters and other documents in Bahasa Indonesia/English according requirement
• translate Indonesian letters/correspondence/memorandum into English and vice versa
• monitors leave record of project staff
• distributes the leave record every 2 months
   

    3.    Vehicle Administration

• monitors the deadline of car license (STNK) and reminding GOJ for prolongation arrangement
• ensures the prolongation of vehicle insurance accordingly
   

    4.    Handling 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 car
• check monthly gasoline to be signed for correctness of the records by the assigned representative
• prepares the invoice for private usage of the project cars, if any
   

    5.    Handling Petty Cash

• 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 payment such as telephones, handphones, internet, fuel, parking and other fees
• monitors advance occurred from the petty cash transactions and settles them accordingly
• ensures the availability of the petty cash
• picks up cash from bank for petty cash payments
   

    6.    Knowledge Management

• manages office filing system including personal file and keep it as confidential matters
• prepares minutes of meeting for both internal and external meetings
   

    7.    Events and Travel Management

• organizes meetings, workshops, and seminars
• organizes visitor program, such as field trip or study visit to Germany
• reservation for travel (eg. flight, train) and accomodation arrangements for all long term / short term experts, international / local consulatants and staff
• responsible for logistic (hotel reservation, car arrangement) for the team and visitors
   

    8.    Overtime

• calculate overtime day for Driver and Office Assistant

 

    C.    Required qualifications, skills, competences and experience

Qualifications:

• University degree in office management/administration or similar are

        Professional experience: 

• At least 3 years’ professional experience in a comparable position

    

        Essential skills, additional competences and other knowledge:

• Demonstrate sound work ethics: punctuality, takes responsibility for given tasks from start to end, is able to prioritise, has emotional maturity and is confident and loyal.
• Able to work on own initiative and with limited supervision as well as accepting close supervision if needed.
• Good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office)
• Indonesian native speaker, very good command of English (written and spoken), and German (greatly appreciated)
• Good management and organisational skills
• Willingness to update skills as required by the tasks to be performed
   
  Applications and comprehensive CV shall be sent to recruitment-indo@giz.de with the subject SAFT - OM by 21 July 2015. Only shortlisted candidates will be contacted