GIZ Job Vacancy: Junior Administrative Professional, Jakarta

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations on behalf of the German Government.

On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), GIZ implements a Sport for Development sector programme, which aims at incorporating the use of sport as a tool to reach multiple development goals. The sector programme advises BMZ and implements capacity- and competency-building measures in various countries.

In this context, German Development Cooperation (BMZ/GIZ) is implementing a Sport for Development project in Indonesia, partnering with the Indonesian Ministry of Education and Culture. The project is following up on results from a bilateral German-Australian Advisory Group process, which brought up the idea of a joint project in Southeast Asia together with the respective national football federations of Germany and Australia, DFB and FFA.

The overall objective of the multi-actor-partnership is to establish sport, and in particular football, as a tool to improve the quality of character-building, “life skills”- and health-promotion in the Indonesian education and sport structures. Stakeholders from different sectors will be involved using sport as a door opener and instrument to educate children/youth and to support national development goals. At the implementation level, the Indonesian Football Association (PSSI) is the key local partner for the delivery of activities together with international sports partners. The roll-out of S4D cooperation activities started in October 2018 and focuses on capacity building for teachers.

Sport trainings can not only teach children and young people to lead healthy lives but also to take on responsibility, behave fairly and address conflicts peacefully. These are key skills that will later help them gain a foothold in the working world. German development cooperation and its partners train instructors, coaches and teachers for this purpose. They are S4D multipliers and role models, and they help the children and young people to develop prospects for the future. They combine fun and play with the teaching of life skills and values. Sport is not just physical exercise; it is part of their education.

We seek 1 (one) qualified Indonesian candidate for:

Junior Administrative Professional

Responsibilities

• Ensuring that the S4D project secretariat-related administrative and logistics processes run smoothly
• Supporting good communication and flow of information within the country project, with the local counterparts, with the GIZ office and the sector programme in Germany 
• Supporting accounting (incl. related reporting), banking, invoicing and contracting processes in line with GIZ rules
• Filing documents in reference files and in DMS in line with GIZ’s filing rules 
• Assisting the international advisor in her administrative tasks (e.g. procuring tickets, scheduling meetings, preparing invoicing documents)
• Managing small financial transactions

The job holder performs the following tasks:

Tasks 

Secretariat work and services

• organises and coordinates appointments for the international advisor responsible for the contract and cooperation
• answers, reviews, forwards and/or takes calls on the project secretariat phone
• manages and looks after (replies) incoming and outgoing correspondence (post, fax, email) and prioritises and organises it;
• maintains a daily updated electronic filing system for communication and documents received and produced (mainly electronic: DMS and Outlook)
• prepares and organises information materials for the international advisor
• participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
• helps prepare visitor programmes and travel schedules (incl. logistical arrangements)
• helps organise events, workshops and seminars within or outside the project and assists with the documentation (e.g. taking photos)
• photocopies and scans documents as needed

Finance, Contracts and accounting assistance

• prepares documents, bills and receipts for accounting processes further handled by the GIZ country office and sector programme in Germany
• manages and documents small financial transactions, monitors the project’s petty cash till and WINPACCS journal
• assists with the monitoring of expenses (incl. running the monthly accounting plans) in accordance with the budget and also follows-up on the correct booking of expenses in GIZ systems
• assists with the preparation of local contracts (incl. necessary further documents) for processing through the GIZ country office. Supports monitoring of contracts and ensures smooth coordination with national counterparts and further project partners

Office coordination, office management and general coordination

• keeps the project team Outlook calendar up-to-date (incl. forthcoming meetings, events and business travel and absences of team members)
• keeps a list of the project’s inventory using the appropriate GIZ software. Reports damage/defects in office furnishings and equipment to project management and organises and follows up on maintenance and repair
• assists with small procurement requests for the project in coordination with the GIZ country office procurement unit

Administration and knowledge management

• maintains address file with important contact addresses
• helps maintain a filing system (electronic document management system and for some documents paper-based system) for the project, treats information confidentially, specifically in the areas of personnel and finance

Other duties/additional tasks

• Performs other duties and tasks at the request of management

Required qualifications, competences and experience

Qualifications

• At least Diploma III from related field (or similar qualification)

Professional experience

• At least 3 years’ professional experience in a comparable position, preferably within GIZ. Further experience working in international cooperation and with ministries is desirable.

Other knowledge, additional competences

• good working knowledge of ITC technologies (office software, phone, fax, email, the internet) and computer applications, in particular MS Office suite (Word, Excel, Outlook). Previous experience using SAP and WINPACCS desirable.
• very good knowledge of oral and written English
• knowledge in accounting and GIZ-specific contracting and invoicing processes is very desirable
• good management and organisational skills
• customer and service-oriented attitude
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Duty Station: Jakarta

Joining Date: a.s.a.p.

Direct Supervisor:  Head of Programme and International Advisor of Sport for Development (S4D) project 

                                 

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on November 23^th, 2018

Please indicate your application by putting the following code in the subject line: S4D – JAP

Please name your file as follow format:

[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate] (i.e: Nakula Sadewa _CV or Nakula Sadewa _Motivation Letter or Nakula Sadewa _Reference)

Only short-listed candidates will be notified