The Sustainable Urban Transport Improvement Project (SUTIP) is a
technical cooperation project in the field of urban transport development,
executed by GIZ (Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ)
GmbH), Ministry of National Development Planning (BAPPENAS) and the Cities of
Bogor, Palembang, Surakarta as well as the DIY Yogyakarta. The objective of the
project is “The Indonesian cities are increasingly able to implement an
environmentally friendly and energy efficient transport system, and hence
contributes to sustainable urban development”, is looking for one
Administration Officer (Junior Administrative Professional).
A. Responsibilities
The Administration Officer is responsible
for:
§ Providing of
administrative support to the project;
§ Meeting the
administrative requirements of the office independently with minimum input and
supervision;
§ Effective
coordination with the colleagues of the Finance and Accounting Department of
GIZ Sutip Jakarta;
§ Financial
management (Cash payment);
§ Ensuring that the
provided services within the section are done correctly according to GIZ
Financial and Accounting Guidelines;
§ Overall smooth,
uninterrupted and thorough functioning of the library and documentation;
§ Collecting,
preparing, recording, storing and retrieving of relevant documents and print
publications; and
§ Development of the
library system according standard needs.
The Administration Officer performs the
following tasks:
B. Tasks
Secretarial Work and Services
§ 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;
§ Monitor responses
and carry out routine correspondence, as requested; and
§ Make photocopies
and scans documents if and when required.
Daily Administration
§ Compile and
organize information materials;
§ Label files
according to GIZ filing system;
§ Establish and/or
update index of, and data on, contact addresses, phone/fax numbers and
e-mail-addresses regularly;
§ Assist in setting
up and maintaining a filing system in office, and seeing to it that information
is kept confidential, particularly in the field of personnel and finance;
§ Maintain and
up-date the project filing system for incoming and outgoing letters, faxes,
e-mails on a daily basis;
§ Assist in the
logistical management and documentation of meetings, workshops, seminars and
other project activities inside and outside the office;
§ Attend internal
team meetings/workshops and write minutes of meetings;
§ Support the
logistics of programs, make travel arrangements and manage travel requirements
(tickets, flight and hotel booking, transport, etc.);
§ Ensure the
availability of necessary office supplies;
§ Execute small
purchases of office equipment and material;
§ Report damages to
administration, organizes and follow-up the proper maintenance and repair of
office equipment.
§ Maintains an inventory for the office; and
§ Maintains the inventory record of the projects.
Financial Management
§ Maintains cash of projects;
§ Completion of all necessary paperwork to
enable authorization for payments;
§ Supports payments for projects (e.g.
mailing cost, printing/photocopy, taxi cost and train cost);
§ Supports the elaboration/calculation of
travel claims;
§ Prepares project related payments and
submit the required payment documents to Sutip Jakarta;
§ Provide a monthly financial report
(settlement of advance);
§ Provide any financial information as
requested; and
§ Maintains filing for financial section.
Procurement
§ Maintain, carry
out, and responsible for local procurement (negotiates costs, orders
stationary, inspects delivery etc.), including quotation procedures, according
to GIZ guidelines;
§ Keep database on
suppliers and conducts regular search for alternatives;
§ Receive and check
delivered materials;
§ Advise suppliers
of defective goods delivered and arrange necessary follow-ups;
§ Check invoices,
delivery receipts and other papers and sign them/submit them for payment;
§ Arrange and
coordinate the safe transhipment of deliveries to the requesting project;
§ Inform projects of
location and time of delivery;
§ Encode required
information into the Procurement Database; and
§ File documents
with completed transactions.
Organization and processing of library and
documentation
§ Receive and
register all incoming books, reports, documents, studies, project documents,
and other related documents (brochures, magazines, newsletters, promotion
material, etc.) and be responsible for the processing of new books, reports;
§ Stamp every new
book, report, document, etc. with the office/project stamp;
§ Produce and manage
classification list, a catalogue and a keyword list for literature, project
documents and media other than books collection (Videocassette, CD, etc.) etc.
and update them regularly; and
§ Prepare and manage
displaying table in the library for new incoming material, interesting new
books, etc.
General Services
§ Arrange W/S
equipment (ZOPP-case and material, flipchart, pin board, etc.); and
§ Distribute verbal
notes, visitors list and up-date of GIZ-projects
Other Duties/Additional Tasks
§ Assist in and/or
carry out other project activities and any other tasks as assigned; and
§ Undertake further
job training related to his/her position and duties if required. Specific
training needs shall be identified and appropriate programs selected jointly
with the GIZ Principal Advisor/Project Director.
C. Required qualifications, competences and experience
Qualifications
§ Secondary school;
or
§ Diploma
from secretarial school, accounting, finance or similar
Professional experience
- At least 1-3 years’ professional experience in a similar position
Other knowledge, additional competences
- Excellent command of MS-Office
- Good knowledge of management and communication skill as well national labour law
- Language skills (English and Indonesian)
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