GIZ Vacancy - Office Manager

The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a German international cooperation enterprise for sustainable development with worldwide operations. GIZ is commissioned by Bundesministerium für Umwelt (BMU) to set up a Strategic Partnership for Supported NAMAs and Climate Finance which Support the Indonesia Climate Change Trust Fund  (ICCTF).  BMU-ICCTF project is looking for:

Administration Professional

(Office Manager)

A.       Responsibilities

The administrative professional is responsible for

§  providing administrative services for the programme

§  meeting the administrative needs of the office independently, with a minimum of intervention

§  ensuring that financial and administrative regulations are complied with GIZ rules

§  filing documents in reference files or in DMS in line with GIZ’s filing rules

§  ensuring that financial administration functions well in accordance with GIZ standard procedures

§  financial planning, monitoring and accounting for GIZ-assisted projects

§  purchasing materials and equipment for the GIZ-assisted projects/programmes in accordance with GIZ rules and conditions

§  coordinating effectively with colleagues in the administrative division and with procurement officers at Head Office

The administrative professional performs the following tasks:

B.       Tasks

1.        Coordination

The administrative professional

§  ensures that information is exchanged between project/programme staff, partners and other institutions

§  accompanies the project/programme manager or other team members to meetings if necessary

§  prepares and organises internal meetings (coordinates equipment etc. required for meetings with the responsible person)

§  coordinates and monitors schedules and ensures agreed blocks of time are kept clear for planned events relating to the GIZ office

2.        Administration and Office Management

The administrative professional

§  monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines

§  is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules

§  manages confidential files, specifically in the areas of personnel and finance

§  manage incoming and outgoing correspondence and document

§  maintains the inventory list for the office/project/programme

§  update the contact database regularly

§  compile and monitor annual leave and sick leave records of the staff in the project

3.        Travel Event

The administrative professional

§  is responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)

§  coordinates with the GIZ office on the mode of service delivery

§  is responsible for preparing and organising administrative and logistical (venue, travel, hotel and flight) aspects of programme activities (trainings, meetings, workshops, etc.)

§  travel arrangement for project staff, counterpart and consultant in the project

4.        Contract

The administrative professional

§  is responsible for prepare and arrange contract up to EUR 2500 for the project for local and international consultant based on ToR

§  manage and ensure sufficient supporting contract documents are fulfilled

§  prepare and support the document for contract above EUR 2500 and coordinate with contract officer in Head Office

§  monitor the status of contract implementation and payment

§  coordination and communication with contract officer in the Head Office

§  filing of contract document based on O + R

5.        Finance and accounting

The administrative professional

§  helps prepare programme budget planning

§  helps monitor expenses in accordance with the budget

§  manages and monitors the monthly accounting and financial plans

§  is responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers

§  checks travel expense statements of staff for approval by the superior

§  initials cash withdrawals for various projects

§  carries out spot checks of the cash and bank book

§  checks requests for funds before release

§  audits project accounting

§  monitors communication and interaction between governmental institutions, NGOs and society by analysing the media, engaging in direct dialogue, and participating in meetings and seminars etc.

§  reports all problems with financial administration and compliance without delay

§  checks the vouchers and receipts submitted by the projects/programmes for completeness and allocation to cost units and categories, and corrects these where necessary

§  advises on financial aspects of projects

§  carries out internal controls in accordance with GIZ’s internal controlling manual

6.        Other duties/additional tasks

The administrative professional performs other duties and tasks at the request of management

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

§  in-depth understanding of financial planning and accounting

§  broad experience of management and administration

§  willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management

Duty Station : Jakarta

Interested candidate should submit the application letter, CV with latest photograph and list of references (file size is not more than 500 kb) to recruitment@paklim.org by 30th January 2014.   Please indicate your application by putting the following code in the subject line: OM-ICCTF