GIZ Indonesia for the develoPPP.de Public Private Cooperation Projects: Administrative Professional (duty based: Lampung)

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations on behalf of the German Government.
 

With its develoPPP.de programme, Germany's Federal Ministry for Economic Cooperation and Development (BMZ) helps drive forward private companies’ innovative projects in developing countries and emerging markets while generating long-term benefits for the local population. Without the involvement of the private sector there can be no sustainable development. develoPPP.de pools public and private resources with the objective of bringing sustainable improvements to the living conditions of people in developing and emerging countries – particularly in areas where the need for action is greatest.

In Indonesia, GIZ on behalf of BMZ is implementing a number of partnership projects with the private companies, mostly in the Agribusiness sector, focusing on smallholder development and integration of smallholder farmers into supply chains. From 2018 onwards, GIZ will be engaged in three partnership projects, working in with coffee and pepper farmers in different regions of Indonesia. In the course of 2018, more projects, covering additional commodities and project locations will start subsequently.

To enable synergies between the projects, all projects will be bundled in the newly set-up Agribusiness and Private Sector Hub, coordinated out of Jakarta, and implemented in two regional offices.

GIZ is seeking one (1) qualified Indonesian candidate for the following position:

Administrative Professional

The incumbent will be responsible for:

• general office management of Regional Office Lampung and overall smooth, uninterrupted functioning of the office
• maintenance of an overall good flow of communication and information among Regional office Lampung, the Jakarta unit of the Agribusiness and Private Sector Hub and GIZ Country Office
• daily operational execution of all programme affairs
• filing of documents and brochures according to GIZ procedures
• coordination of project driver(s) in Lampung
• financial planning, monitoring and the accounting for Regional Office Lampung and the respective projects
• ensuring that financial and administrative requirements according to GIZ OnR

The administrative professional performs the following tasks:

A.      Tasks

1.       Office Management and Coordination

• is responsible for building-related matters and technical equipment and mechanical problems of Regional Office Lampung
• coordinates and monitors time schedules and maintain projects’ appointment schedule
• maintains, up-dates and backs up the projects’ filing system for incoming and outgoing correspondence on a routine basis
• maintains the inventory management (physical check, label, record and file)
• conducts yearly check (end of June) according to GIZ regulations
• arranges the jour fixe meeting and prepare minutes of meeting
• ensures the availability of necessary office supplies
• executes office procurement according to the GIZ regulations and code of conduct
• assists the others if there is trouble shooting with their computers or printers
• reports damages of office equipment to IT Professional, organizes and follows-up the proper maintenance and repair
• organizes and coordinates the work of supporting staff
• conducts annual staff talks for driver (on behalf of the team leader)
• is responsible for database program/back-up
• prepares translation of documents (English-Bahasa Indonesia, v.v.)
• arranges schedule of driver(s)

2.       Reception / Administration

• manages incoming and outgoing correspondence, including faxes, e-mails and parcels on a daily basis
• establishes and/or updates index of, and data on, contact addresses, phone/fax numbers and e-mail-addresses regularly
• answers, screens, forwards and/or returns phone calls and messages
• handles info corner and press release documentation in coordination with Team Leader
• makes photocopies and scans documents if and when required
• take over any other tasks needed to run the office smoothly
• with support of IT experts from Jakarta ensures smooth running of IT at Regional Office Lampung

3.       Event Management

• organises the logistical management including budget estimation, compliance to GIZ regulations if any tendering involved, and documentation of the meetings, workshops and seminars, certificate of participants, etc. as required
• responsible for logistic (tickets, flight and hotel booking, transportation, etc.) for the staff, consultants, counterparts and others
• prepares/calculates cash advance for duty trips
• collects travel documents and calculates settlements of travel cost
• prepares travel cost calculation (Reisekostenabrechnung) for duty trips and follows up the settlement
• prepare invitation letters to the counterparts, checks the travel claims and prepare the reimbursement of air tickets, if there is any
• monitors the frequent flyer mileage and initiates the usage of the mileage for duty trips

4.     Handling Accounting & Financial Matters

Bank Management

• monitors daily bank management
• assists in the opening of new bank accounts
• prepares transfer slips and/or any other bank documents
• monitors the balance of bank accounts and prepares the request of funds to GIZ Country Office
• records the incoming and outgoing transactions based on daily basis and uses the GIZ electronic bank book
• picks-up cash from the Bank for petty-cash payments

Cash Management

• monitors and ensures that monthly cash payments
• handling of petty cash of the Regional Office Lampung according to GIZ regulations

Financial Management

• prepares, monitors and update the financial planning for Regional Office Lampung in coordination with reporting it on monthly bases to Team Leader and Regional Coordinator 
• ensures that financial and administrative requirements are according to GIZ regulations
• provides advice and guideline and shares the information related to the administration and finance to the other colleagues
• monitors monthly project journal and its account receivables
• monitors the advance occurred on the daily transaction such as boarding passes, private expenses such as private usage of car, mobile or landline phone calls, etc. and settles them according the GIZ regulations
• prepares any payment using Service Request to GIZ Country Office
• ensures the preparedness of Regional Office Lampung for the GIZ annual internal control and ensures that the results and recommendation are applied
• prepares the comments/feedbacks to the results and recommendation of Internal Control.

5.     Handling Local Short Term Expert/Consultant

• manages, prepares, monitors and settles local short-term consultant/consulting firm contracts
• prepares service request to the GIZ Country Office if the contract is above EUR 2,500
• coordinates with advisors for compiling ToR, CV/company profile, and offer letter/company proposal, tax card, bank detail and justification
• scans the consultants/consulting company into manual EU sanction check
• prepares honorarium index to assist other Advisors and the Office Jakarta to decide the rate of consultants/consulting company
• coordinates with advisors for consultants/consulting company regarding the progress of the assignment and ensure timesheet, confirmation of service, invoice, and report are available before executing the payments
• monitors terms of payments of contracts and  ensures the payments are according to the contracts and GIZ regulations
• calculate the travel cost for consultant and ensure that it is according to the agreed amount stated in the contract and make payment accordingly
• maintains, completes and updates copies of consultants contract file system (contracts, CVs, payments, etc.) and ensures that the original contracts are filled at Office Jakarta
• calculate the travel cost for consultant, compile and check the supporting documents and ensures that it according to the agreed amount stated in the contract and make payment accordingly
• prepare consultants/consulting firm’s check list

6.     Handling National Personnel Matters

• arranges uniforms for supporting staff
• ensures monitoring of medical allowance is done according to GIZ standards
• calculating overtime
• monitors leave and attendance records of national personnel

7.     Handling Program’s Vehicles Administration in coordination with Office Jakarta

• handles vehicle log book;
• ensure the completeness the logbooks according to GIZ regulations
• ensures the random check performed by the assigned representative to be compared between the mileage of the vehicle logbook with the tachometer of the cars
• checks monthly gasoline to be signed for correctness of the records by the assigned representative
• fuel consumption monitoring
• ensures the car documents (STNK, tax, insurance, etc.) are available and still valid and initiate the extension of those documents before the due date
• contacts the counterparts for recommendation letter if necessary (for vehicle STNK/car licenses)

B.      Required qualifications, competences and experience

Qualifications

• University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)

Professional experience

• At least 5 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 the European language widely used in the country, ideally a knowledge of German
• in-depth understanding of financial planning and accounting
• broad experience of management and administration
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Willingness to travel to Jakarta and to other regions in Indonesia occasionally

Duty Station: Lampung

Expect to join: a.s.a.p.

Direct Supervisor: Team Leader Private Sector Cooperation

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on January 26^th, 2018.

Please indicate your application by putting the following code in the subject line: N&A – Admin Prof

Please name your file as follow format:

[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate] (i.e: Nakula Sadewa _CV or Nakula Sadewa _Motivation Letter or Nakula Sadewa _Reference)

Only short-listed candidates will be notified