Personal Assistant of the Program Manager-LCORE

The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ)GmbH is a German international cooperation enterprise for sustainable development with worldwide operations.

Renewable Energies are becoming a key area of GIZ in Indonesia. Today there are five projects under the responsibility of the Renewable Energy (RE) Projects Coordinator in Indonesia:

• Renewable Energy Support Programme for ASEAN (ASEAN - RESP)
• Mini Hydro Power Project for Capacity Development (MHPP2)
• Micro Hydro Power Technical Support Unit (MHP-TSU)
• Promotion of Least Cost Renewable in Indonesia (LCORE)
• Project Development Programme Renewable Energy Indonesia (PEP Indonesia)

Coordinating and managing of these projects, currently situated in two offices, becomes challenging and there is the need for an Administrative Professional supporting the RE Coordinator, providing personal assistance in managing his daily tasks.

A.     Responsibilities

• Responsible for the business communication of the RE Coordinator and within the programme
• Managing the schedule, appointments and deadlines of the RE Coordinator
• identifying and prioritizing tasks of the RE Coordinator
• directly communicating with the GIZ office, GIZ headquarters, counterparts and the private sector
• further developing instruments making the work flow of the RE Coordinator more efficient
• managing knowledge by disseminating and documenting know-how, experience and information
• Maintenance of an overall good flow of communication and information in the projects and to the GIZ Country Office

B.     Tasks

1.      Secretarial Services

• identifying and prioritizing communication of the RE Coordinator
• Preparing, compiling and organizing information material and statistics for the RE Coordinator
• Independently answering Emails and preparing letters of the RE Coordinator as specified
• Answer, screen, forward and/or return phone calls and messages
• Manage incoming and outgoing correspondence, including faxes, e-mails, parcels and hand delivered messages on a routine basis
• Organizing and arranging meetings with stakeholders and managing the schedule of the RE Coordinator
• Taking over travel arrangements, including flights hotel and local transportation for the RE Coordinator and other staffs in the office if required
• Developing a system for coordinating the communication flow within the RE projects

2.      General services

• Managing the communication among the projects, GIZ Office , GIZ Headquarters, counterparts, private sector and other stakeholders
• Assist in the logistical management and documentation of meetings, workshops, seminars and other project activities inside and outside the office
• Attend internal team meetings or workshops and write minutes of meetings
• Support and assist project experts and short-term consultants in fulfilling their tasks during their assignment
• Support the preparation of visitors’ programs, make travel arrangements and organize travel requirements (transportation, hotel booking, etc.)
• Organize documents for meetings
• Coordinating documentation and filing in the office, especially regarding the communication of the RE Coordinator
• Keeping updated about relevant GIZ regulations and possible changes and inform these to the RE Coordinator and the team

3.      Other duties/additional tasks

• reporting all problems at the relevant field to the management without delay
• performing other duties and tasks at the request of the RE Coordinator

C.     Required qualifications, competences and experience

Qualifications

• Degree in Administration / Management or a related field

Professional experience

•   at least 3 years’ professional experience in an international organization or an international company in a similar position

Other knowledge, additional competences

• good working knowledge of IT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• confidential handling of data and information
• very good knowledge of English
• ideally good knowledge of German
• willingness to up-skill as required by the tasks to be performed –corresponding measures are agreed with management

Please submit your comprehensive application letter & curriculum vitae, recent photograph and salary expectation to mhpp2@giz.de by 8 July 2012.