The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations.
Green Economy and Locally Appropiate Mitigation in Indonesia (GE-LAMA-I) is
a joint program by the National Development Planning Agency (BAPPENAS)
and GIZ. In implementing this development cooperation project, GIZ is
collaborating with the World Agroforestry
Center (ICRAF) on behalf of the German Ministry for the Environment, Nature Conservation, Building and Nuclear Safety
(BMUB). GE-LAMA-I supports the commitment of the Indonesian government
mitigating climate change in land based sector
by strengthening the sub-national governments (particularly districts)
to plan and monitor green economy development (which include low carbon
development objectives) and to develop four locally appropriate
mitigation actions (LAMA) that have the potential
to be scaled up to national level (NAMA).
GE-LAMA-I works in six
districts in two provinces i.e. East Kalimantan and Central Java, which
is structured into three work packages which are closely interlinked:
·
Work Package 1: to develop policies at
national and sub-nationals to support LAMA/NAMA development and green
economy planning, mainstreaming and monitoring
·
Work Package 2: to develop the institutional
capacity of the sub nationals to develop LAMA/NAMA and to plan,
mainstream and monitor green economy development at local level
·
Work Package 3: to develop tools and methods
that can help the local governments to plan and monitor green economy
plan and LAMA/NAMA development in participatory way.
GE-LAMA-I is seeking one qualified Indonesian candidate for the following position
Office Manager
based in Jakarta
A.
Responsibilities
The office manager is responsible for
§
providing administrative services for the programme
§
meeting the administrative needs of the office independently
§
ensuring that financial and administrative regulations are complying with GIZ rules
§
filing documents in reference files, in DMS in line with GIZ’s filing rules and in PFS (PAKLIM File Station)
§
ensuring that financial administration functions well in accordance with GIZ standard procedures
§
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
§
Organizing schedules and appointments for the principal advisor and the team in Jakarta
§
Liaising with the regional project offices and with the counterpart on administrative issues
The office manager performs the following tasks:
B.
Tasks
1. Coordination
§
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
§
monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines
§
procures materials and equipment locally, monitor and processes orders in accordance with GIZ regulations
§
supervises and guarantees the quality in procurement processes
§
is responsible for filing documents in reference files, in DMS in line with GIZ’s filing rules and in PFS (PAKLIM File Station)
§
manages confidential files, specifically in the areas of personnel and finance
§
manages incoming and outgoing correspondence and document
§
updates the contact database regularly
§
compiles and monitors annual leave and sick leave records of the staff in the project
3.
Travel / Event
§
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
§
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
§
Organizing and maintaining the calendar of the project team
4.
Contract
§
is responsible to prepare and arrange contracts up to EUR 2500 for local and international consultants based on ToR
§
manages and ensures sufficient supporting contract documents are filed
§
prepares and supports the documents for contracts above EUR 2500 and coordinates with contract officer in Head Office
§
monitors the status of contract implementation and payment by using a database
§
coordination and communication with contract officer in the Head Office
§
Filing of contract documents based on O + R
5.
Finance and accounting
§
helps prepare programme budget planning
§
helps monitor expenses in accordance with the budget
§
manages and monitors the monthly accounting and financial plans
§
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
§
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
§
applies the SOP on stamp usage (e.g. ‘materially correct’)
6.
Other duties/additional tasks
§
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.
§
performs other duties and tasks at the request of management
§
all actions shall be in accordance to GIZ O&R
C.
Required qualifications, competences and experience
Qualifications
§
University degree in relevant specialization 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 English in written and spoken, a knowledge of German is an advantage
§
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
Interested candidate should submit the application letter, CV and list of references to
recruitment@paklim.org
at the latest on 2nd January 2015. Please indicate your application by putting the following code in the subject line:
OM-JKT-GELAMAI
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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