Junior Administrative Specialist (Unit: Country Office – TBIS)

Project Overview

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and public and private sector clients in around 130 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.

GIZ is seeking 1 (one) qualified Indonesian candidates for this position.

Core Tasks

In your role you deal with the commercial, organisational and administrative tasks assigned to you after prior consultation with your line manager. You also respond promptly and competently to matters that fall within your assigned thematic area, where applicable in consultation with experienced specialists, and following consultation remain available to answer further enquiries. You also respond promptly and competently to matters that fall within your assigned thematic area, where applicable in consultation with experienced specialists, and following consultation remain available to answer further enquiries.

You clearly communicate the relevant requirements, conditions and restrictions in terms of your capacity to act with due regard for compliance rules and P+R. You deal with the matters and job orders assigned to you with due regard for all the legal, contractual, socio-political and corporate policy requirements and the instructions of your line manager and follow up the processing and completion of those tasks.

Working with experienced specialists, you resolve problems that arise in your area of responsibility on the basis of existing rules and draw attention to more complex challenges in your team. You deal independently with specialist matters associated with the processing of offers and commissions, finance, monitoring costs, IT and HR and perform all the related organisational and administrative tasks.

You assist in ensuring seamless cooperation between internal and external stakeholders involved in the area of responsibility and in ensuring the flow of information. You independently refer matters to other units as required and ensure that all processes run smoothly.

In addition, you deal with all associated matters in your thematic area promptly and competently.

You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.

You perform the tasks assigned to you by your line manager, where required.

Main Activities

The incumbent is responsible for, but not limited to:

1. Business Partner (BP) Data Management

• Input and maintain Business Partner (Vendor/Customer) data accurately in the SAP system.
• Validate supporting documents for Business Partner creation or amendment.
• Respond to queries related to Business Partner data.
• Coordinate with related departments to ensure timely BP data processing.
• Maintain proper filing and documentation of BP records.

2. Internal Services & Administration

• Greet and welcome all staffs, guests and visitors in a friendly and professional manners
• Maintain records and reporting related to internal service activities.
• Support maintenance and operational readiness of the office facilities.
• Ensure meeting equipment is available and functioning properly.
• Manage meeting room schedules and booking arrangements for Country Office Indonesia.

3. Travel Administration

• Support and provide backup for travel ticketing arrangements through appointed Travel Agencies.
• Coordinate domestic and international flight bookings.
• Maintain travel records and supporting documentation.
• Coordinate with employees and Travel Agencies regarding travel schedules, changes, and inquiries.

The brief profile is not intended to provide a full and complete description.

Where appropriate and reasonable, the position holder is willing to perform tasks outside the scope of the job description.

Job Requirements

• Bachelor’s Degree or Diploma in Administration, Management, Business, or related field.
• At least 2 (two) years of experience in administration, travel coordination, office management, or related functions.
• Experience using SAP system, especially Business Partner data management, is preferred.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Good communication and coordination skills.
• Detail-oriented, organized, and able to manage multiple tasks.
• Able to work independently and collaboratively in a team environment.
• Good command of English (at least C1 level) and Bahasa Indonesia.

Duty Station: Jakarta

Direct Supervisor: Head of Logistic / Travel, Business Partner & Internal Services

Expected Joining Date: a.s.a.p.

How to Apply

To apply, please submit your motivation letter along with the attached CV format. Ensure your application includes a comprehensive list of training and professional references. After completed, please send to recruitment-indo@giz.de by the latest on July 13^th, 2026.

Please indicate your application by putting the following code in the subject line: GIZ Office Indonesia TBIS – Junior Administrative Specialist.

Please name your file as follow format:

[Your Complete Name]_[Motivation/CV/Latest Education Certificate] (i.e: Nakula Sadewa_CV or Nakula Sadewa_Motivation or Nakula Sadewa_Reference) – the attachments are not more than 300 KB.

Only shortlisted candidates will be notified.