GIZ Vacancy - ADMINISTRATIVE PROFESSIONAL

The Deutsche Gesellschaft für Internationale
Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for
sustainable development with worldwide operations. GIZ promotes complex reforms
and change processes. 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).


GIZ-supported Competition Policy and Law in ASEAN (CPL) is seeking 1 qualified
Indonesian candidate for the position of Administrative Professional to
be based at the ASEAN Secretariat Jakarta as soon as possible for the 6-month
contract with possible extension up to 30 June 2014.

A.     Responsibilities
The Administrative Professional is responsible for
* overall smooth, uninterrupted office management of the CPL Project Office
* well established communication to GIZ Office Jakarta, other GIZ Project Offices and Counterparts
* organization and co-ordination of all work mechanisms
* daily operational execution of CPL Project affairs

The Administrative
Professional performs the following tasks:
B.     Tasks
1.      Office Coordination and Management
The Administrative Professional
* manages office agenda supported by Office Assistant
* is responsible for building-related matters and technical equipment and mechanical problems for CPL Project office
* manages office filing system including personal file and keep it as confidential matters
* 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 schedule of driver

2.      Administration
The Administrative Professional
* arranges appointments
* prepares minutes of meeting for both internal and external meetings
* answers, screens, forwards and/or returns 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
* translates Indonesian letters/correspondence/memorandum into English and vice versa
* monitors leave record of CPL Project staff

3.      Events and Travel Management
The Administrative Professional
* organizes meetings, workshops and seminars as required, in close coordination with the Finance Professional, GIZ offices in other ASEAN countries, ASEAN Secretariat and assigned logistics facilitator(s)
* organizes visitor program,such as field trip or study visit to Germany
* reservation for travel (e.g. flight, train) and accommodation arrangements for all long-term/short-term experts, international/local consultants and staff
* is responsible for logistic (hotel reservation, car arrangement) for the team and visitors
§  arranges the duty
trip including the duty trip application (Dienstreiseantrag)

4.      General Services
The
Administrative Professional
* maintains close cooperation and relation with relevant institutions (Counterparts, GIZ Office Jakarta, German Embassy, etc.)
* performs general/routine tasks, which are considered necessary to smoothly run the project’s office

5.      Other Duties/Additional Tasks
The Administrative Professional
* executes office duties according to GIZ standards
* treats all documents, papers and operations of the CPL Project and others as confidential
* assists in and/or carries out other office activities and other tasks according to requirement

C.     Required qualifications, competences and experience
Qualifications
* University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)

Professional experience
* At least 3 years’ professional experience in a comparable position

Other knowledge, additional competences
* good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
* very good knowledge of the European language widely used in the country, ideally a knowledge of German
* good management and organisational skills
* broad experience of management and administration
* experiences with ASEAN projects and procedures are necessary
* willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management

Interested candidates should submit the application
letter, CV with latest photograph and list of references to Mr.
Frank Tibitanzl and Ms. Sita Zimpelatsita.zimpel@giz.de.
The closing date to submit the application letter is on Friday, 2
August 2013.
- Only short-listed candidates will be notified for
interviews -