GIZ Vacancy - Project Assistant for BRIA Project

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is owned by the German government and with operations around the globe, GIZ provides services in the field of international cooperation for sustainable development. GIZ also works on behalf of other public and private sector clients both in Germany and overseas. These include the governments of other countries, the European Commission, the United Nations and other donor organizations. GIZ operates in more than 130 countries and employs approximately 17,000 staff worldwide.

The German Food Partnership (GFP) is a public-private initiative aiming at the reduction of hunger and poverty in emerging and developing economies. Currently, the GFP is composed of more than 30 European medium-sized and multinational companies, associations and implementation agencies of German Development Cooperation. The GFP was founded in 2012 under the auspices of the German Federal Ministry for Economic Cooperation and Development (BMZ). On behalf of BMZ, GIZ is coordinating the activities of the GFP.

The Better Rice Initiative Asia (BRIA) is one of initiatives under GFP umbrella with aims to improve the livelihoods of rural rice farmers through the promotion of sustainable rice production and improving rice value chains in selected ASEAN countries, i.e. Indonesia, Philippines, Thailand and Vietnam. BRIA-Indonesia is seeking 1 (one) qualified candidate to be based in Medan, North Sumatera as :

PROJECT ASSISTANT

    A. Responsibilities

The Project Assistant is responsible for

• Professional office management and administrative duties according to GIZ standards
• Filling documents in reference files or in DMS in line with GIZ’s filling rules
• Handling national personnel matters, e.g. monitoring of medical allowance, overtime calculation
• Event and travel management for project staff, partners and consultants
  
  

    B. Tasks

The Project Assistant performs the following tasks:

    1. Administration and office management

• Manages incoming and outgoing correspondence, including faxes, e-mails, and hand delivered messages on a daily basis
• Prepares and organises information materials for the officer responsible for the contract and cooperation and/or meetings
• Helps organise events and document meetings, workshops and seminars within or outside the project
• Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by writing minutes
• Helps create and maintain a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance
  
  

    2. Handling National Personnel Matters    

• Ensures monitoring of medical allowance is done according to GIZ standards
• Maintain record of staff contracts, attendance records, leave records and any other personnel related documents

    3. Events and Travel Arrangement

• Organizes the logistical management including budget estimation, compliance to GIZ regulations if any tendering involved, and documentation of the meetings, workshops and seminars as required
• Responsible for logistic (tickets, flight and hotel booking, transport, etc.) for the staff, consultants, counterparts, and others
• Collects travel documents and calculates settlements of travel costs
• Prepares travel cost calculation for duty trip and follow up the settlement
• Prepares invitation letter to the  counter partners, follows up the collecting boarding passes purchased by BRIA, check the travel claims, and prepare the reimbursement of air tickets, if there is any

    4. Project Inventory

• Ensures that the project assets are according to the inventory record
• Maintain report and  inventory control for project assets

    C. Other duties/additional tasks

1. Assists in and/or carry out other project activities and any other tasks according to needs, as assigned by his/her in line manager

    D. Required qualifications, competences and experience

Qualifications:

• University degree or diploma in relevant field of work or related studies

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)

• Excellent language skills in English, writing and speaking
• Excellent management and administrative skills

• Good interpersonal and communication skills, with the ability to effectively interact with people in a multi-disciplinary and multi-cultural environment
• Good organizational skills and ability to work as part of a team
• Willingness to up skill as required by the tasks to be performed–corresponding measures are agreed with management

How to apply

Interested candidate should submit the application letter and comprehensive CV with 2 referees who can comment on your suitability for this role  to wenispri.wenispri@giz.de before 10 November 2014 (all documents in English).

Only shortlisted candidates will be contacted for interview