The
Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a
German international cooperation enterprise for sustainable development
with worldwide operations.
PAKLIM, a Program advising and supporting
the national government, local governments and industries with climate
change mitigation and adaptation initiatives. Our Work Area 4 in
Climate Education and Awareness, is looking for
Junior Administrative Professional
A.
Responsibilities
The junior administrative professional is responsible for
§
Ensuring that the office runs smoothly
§
Maintaining office service and efficiency of office records
§
Daily operational performance of all administrative tasks for Work Area 4
B.
Tasks
Administration
§
Filing documents in reference files, in DMS in line with GIZ’s filing rules and in PFS (Project File Station)
§
Assist in documentation for internal and external meetings
§
Compiles and monitors annual and sick leave records of the staff on Work Area 4 to be reported to HR manager every 3 months
§
Coordinates and organises rooms for meetings
§
Coordinates equipment etc. required for meetings with the responsible person
§
Updates the contact database regularly
Travel Event
§
Responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
§
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
Procurement & Inventory
§
Purchases office equipment and supplies within defined limits
§
Procures material and equipment locally, monitor markets and processes orders in accordance with GIZ regulations
§
Maintains the inventory list for Work Area 4 with OnSite asset
Contract
§
Supports the preparation of
contracts for local and international consultants together with the
technical PIC/TL (ToR, CV, Offer, etc.) and guarantees a smooth process
through IMS and GOJ
Finance
§
Collects and prepares proper receipts
§
Supports preparing programme budget and monitoring
§
Handles Medical Reimbursement of NP’s in Work Area 4
General Tasks
§
Ensures good hospitality for visitors and pleasant work environment for team members
§
Interprets and translates if required
§
Performs other duties and tasks at the request of management
C.
Required qualifications, skills, competences and experience
Qualifications
§
Diploma degree in office management/administration or similar area
Professional experience
§
At least 2 years’ professional experience in a comparable position
Essential skills, additional competences and other knowledge
§
Able to work on own initiative and with limited supervision as well as accepting close supervision if needed.
§
Good working knowledge of IT
technologies (related software, phone, fax, email, internet) and
computer applications (e.g. MS Office)
§
Indonesian native speaker, good English skills (written and spoken) and German is an advantage
Duty Station : Jakarta
Interested candidate should submit the application letter, CV and list of references to
recruitment@paklim.org before
24th October 2014. Please indicate your application by putting the following code in the subject line:
JAP-WA4
Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH;
Sitz der Gesellschaft Bonn und Eschborn/Registered offices Bonn and Eschborn, Germany;
Registergericht/Registered at Amtsgericht Bonn, Germany; Eintragungs-Nr./Registration no. HRB 18384 und/and Amtsgericht Frankfurt am Main, Germany; Eintragungs-Nr./Registration no. HRB 12394;
USt-IdNr./VAT ID no. DE 113891176;
Vorsitzender des Aufsichtsrats/Chairman of the Supervisory Board: Dr. Friedrich Kitschelt, Staatssekretaer/State Secretary;
Vorstand/Management Board: Tanja Goenner (Vorstandssprecherin/Chair of the Management Board), Dr. Christoph Beier (Stellv. Vorstandssprecher/Vice-Chair of the Management Board), Dr. Hans-Joachim Preuss, Cornelia Richter
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