GIZ Vacancy : Administrative Professional (Code: FORCLIME-AP) for FORCLIME Project

The Forests and Climate Change Programme (FORCLIME) supports the Government of Indonesia in their endeavour to mitigate the effects of climate change through forestry sector reform, capacity development and implementation of best management practices for sustainable forest management and biodiversity conservation. Demonstration activities are being supported in selected districts of Kalimantan to Reduce Emissions from Deforestation and Degradation (“REDD” activities). FORCLIME is funded by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ (German International Cooperation) and KfW, the German Development Bank, with the Indonesian Ministry of Forestry as the Programme Executing Agency.

 

The Programme's overall objective is to reduce greenhouse gas emissions from the forest sector while improving the livelihoods of Indonesia's poor rural communities. To achieve this goal, the Programme team assists the Indonesian  Government  in  designing  and  implementing  legal, policy  and  institutional  reforms  for  the conservation  and sustainable management of forests, at local, provincial and national level. Support to REDD demonstration activities are a key feature of the Programme, providing decision-makers with experience of how REDD can be implemented "on the ground".

 

Our office at the Ministry of Environmental and Forestry are looking for an Administrative Professional.

 

1. Responsibilities

• Taking responsibility for travel management and supporting event logistics for events supported by GIZ.
• Ensuring the necessary office conditions (internal service organisation, office materials, logistics, information and communication flow) for efficient working procedures in the project
• Maintaining a good work relationship between the project, the GIZ-Office in Jakarta, other GIZ-Offices and the partner.
• Keeping updated and completed the project’s document files in the local project’s filing system and in DMS in line with GIZ’s filing rules

     B.     Tasks

      1. Secretariat work and services

• Receptionists  (answer, review, forwards and/to takes call).
• Serves as an entry and exit point for correspondence and facilitates the internal distribution of letters, including recording of incoming and outgoing letters.
•  Preparation and drafting of letters, information emails etc.
• Assists in administrative processes of the project as needed and agreed with the financial expert and the superior
• Creates and maintains updated a filing system for the office (electronic and hardcopies) and treats information confidentially, specifically in the areas of personnel and finance.

 

     2.  Travel management + event logistics

• Responsible for logistic (tickets, flight and hotel booking, transport, etc.) for the staff, consultants, counterparts, and others
• 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
• Prepares and organises information, materials and other supports to events or activities on behalf of the technical staff.   
• Supports budget calculation for the planned events.
• Prepares/calculates cash advance for duty trip
• Collects travel documents including collecting boarding passses and calculates settlements of travel costs
• Prepares travel cost calculation (Reisekostenabrechnung) for duty trip and follow up the settlement
• Monitors the frequent flyer mileage (GFF, Lufthansa, Krisflyer, etc.) and initiates the usage of the mileage for the duty trips

 

      3.  General tasks

• Participates in internal and external (team) meetings and workshops and assists with documenting need as request.
• Organizes and maintains the project’s logistic and equipment required for the functioning of the daily work procedures and for particular meetings and events
• Photocopies and scans documents as needed
• Interprets and translates as required
• Performs other duties and tasks at the request of the superior
• Contributes actively to a good working climate and team working within the project

 

C. Required Qualifications and experience

• University degree in relevant specialisation and qualification in business administration
• At least 5 years’ professional experience in a comparable position.
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Very good knowledge English
• Broad experience of office management and administration
• Willingness to acquire new knowledge as required by the tasks to be performed – corresponding measures are agreed with management
   
  Period of Contract : 1 January 2015 – 31 December 2016
  Duty Station :  Jakarta
   
  Please submit your comprehensive resume to rosdiana.rosdiana@giz.de before 19 December 2014 with email subject : FORCLIME-AP