Administrative Specialist (Energy Programme Indonesia/ASEAN) 251 views

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Job Description

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. Its corporate objective is to improve people’s living conditions on a sustainable basis. GIZ has been working in Indonesia since 1975 on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ).

In Indonesia, GIZ is implementing various energy projects under the umbrella of the Energy Programme Indonesia/ASEAN. These projects are commissioned by mainly the German government, represented by the German Federal Ministry for Economic Cooperation and Development (BMZ) and the German Federal Ministry for Environment, Nature Conservation and Nuclear Safety (BMU).

Responsibilities

  • Ensure that financial administration and administrative procedures of the Energy Programme and projects within it, are properly implemented in accordance with GIZ standards
  • Support technical advisors, other admin officers, and other Energy Programme team members in administrative tasks
  • Handle formalities, procurement of services and goods, assets, and IT matters based on PuR (GIZ Rules and Regulations)
  • Manage adequately project documentation as well as knowledge dissemination, including filing of documents in reference files or in DMS in line with GIZ’s filing rules
  • Maintain good communication and flow of information about administrative issues within the project/programme and with the GIZ Country Office Indonesia, as part of the GIZ Energy Programme Admin Team 

Tasks 

  1. General Administrative Works
  1. Support the communication with relevant internal and external GIZ stakeholders, and other organizations
  2. Support administrative partner processes including processing of Implementation Agreements and related updates
  3. Support the administrative officers responsible for financial reports (BAST) where needed
  4. Vehicle management such as movement register, calculation of monthly fuel consumption, supervision of repair and maintenance
  5. Manage document delivery to the office and headquarter
  6. Contribute to the maintenance of the data base of contacts 
  1. Contract and Procurement Management
  • Prepare, arrange and follow-up contracts, grants, local subsidies, and procurements of services and goods according to various contracting categories and volumes, in coordination with the respective GIZ units (Admin Team, country office Indonesia, HQ)
  • Prepare financial eligibility checks as basis for grant agreements
  • Prepare and follow-up financial audit schedules (audits done by external providers)
  • Monitor and track the status of contract implementation and payment by using a database, follow-up with contractors and GIZ internal units
  • Check and verify incoming invoices from the vendor, consultants or the consulting firm in accordance with the regulations for the payment submission to the respective unit in the country office
  • In support of the administrative officers responsible for tax related processes, monitor and follow up the tax exemption/restitution process for contracts and procurements
  • Coordinate and follow up ‘Bukti potong pajak’ with respective unit in the country office and send them to the vendors, consultants or the consulting firms
  • Coordinate and communicate with contract officers and verification officers in the country office
  • File contract- and procurement of goods documents according to PuR in DMS
  • Support other administrative officers on contract and procurement related tasks when needed 
  1. Inventory/ Asset Management
  • In support of the administrative officers responsible for overall asset management, enter and monitor inventory data in On-Site Assets and archives the relevant documentation in line with PuR
  • organize the maintenance of the office equipment
  • manage and ensure that supporting documents related to the inventory are well archived
  1. Travel and Event Management
  1. Handling of administrative and logistics around international, regional and local events and workshop organization
  2. Manage the preparation of domestic and international travels and the related logistic support of project personnel
  3. Following up third party receivables for all travel & event-related matters, such as refunding air ticket, hotel payments, etc. based on project and office journal
  4. Supporting the settlement of advance payments for events and travel (RKA) for staffs and partners
  1. Other duties/additional tasks
  • maintain an overall good flow of administrative information on procurement of services and goods and its regulation and provides advice and inputs to the staff of the projects (regular briefing updates, stay on top of new developments and communicate these)
  • assist all staff to ensure compliance with PuR and the GIZ Code of Conduct at the national and regional level; develop strong understanding of GIZ PuR
  • participate in project meetings and in office finance and admin team meetings to understand needs and ensure smooth support
  • contribute to creating a strong team cooperation approach within the Admin Team
  • perform other duties and tasks as assigned by the Principal Advisor, e.g., new administrative requests emerging from country office or GIZ HQ

 

Job Requirements

 Qualifications

  • A University Degree or equivalent in a discipline such as finance and accounting, business administration or public administration, others discipline.

Professional experience

  • At least 5 years professional experience in the area concerned
  • Experience in a similar position in a Project / Programme in international development cooperation is an asset
  • Experience with GIZ considered a strong asset
  • Strong experience in organizing workshops / training in the country and abroad, general administration and especially office management and logistics
  • Full proficiency in information technologies as well as Indonesia and English; good knowledge of German would be a strong asset

Other knowledge, additional competences

  • Excellent management, interpersonal skills and interpersonal communication skills, including the ability to encourage collaboration with other programs, international offices, and partners
  • Readiness to learn about GIZ rules and regulations (PuR); dedicated to continuous learning
  • Team player, ready to be part of a versatile team, working in a team spirit
  • Dynamic, reliable and open-minded character having the willingness to excel and perform on a high-level under pressure and tight deadlines
  • Aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy
  • Willingness to up skill as required by the tasks to be performed
  • Availability to travel within Indonesia for short-term project visits on short notice

 

Duty Station: Jakarta

Joining Date: as soon as possible

Direct Supervisor: Coordinator Energy Programme Indonesia/ASEAN

How to Apply

Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by 29 November, 2021 with subject line REEP2 – AS

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.

 

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