The Federal Foreign Office of the Federal Republic of
Germany supports the process of regional integration in the ASEAN region with a
capacity development project that is aimed at strengthening the ASEAN
Inter-Parliamentary Assembly (AIPA). It has entrusted GIZ – Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, Germany with the
implementation of this project. The project supports AIPA and the AIPA
Secretariat in institution and capacity development under the components of: a)
Establish mechanisms within AIPA to support the ASEAN
integration process; b) Promote human capacity development plans for selected
AIPA member parliaments and c) Strengthen the AIPA Secretariat
The project provides support for developing the technical expertise of the AIPA Secretariat and the member parliaments. It also offers process-related organizational advice, and fosters the exchange and transfer of best practices among the parliaments.
One of the primary support instruments is the provision of consultancy services by international and regional experts with an in-depth knowledge of German, European and regional practices of parliamentary development. Another comprises training measures for partner experts from the AIPA Secretariat and from the Assembly itself.
In this context we seek a qualified Indonesian candidate for
Travel, Event and
Administrative Professional
A. Responsibilities
- Overall smooth and uninterrupted functioning of the assigned area of responsibility in line with GIZ rules and regulations;
- Organization and co-ordination of all work mechanisms;
- Keeping project team or consultants/short term experts informed of the status of flight ticket or accommodation etc, especially in cases of delays;
- Daily operational execution of all affairs in the assigned area of responsibility;
- Keeping a very good relationship with the GIZ Country Office in Jakarta and other GIZ Offices in the ASEAN Member States;
- Well established communications to all frequently approached offices.
B. Tasks
1.
Travel Services
- Keep taps on all travel related costs, e.g. hotel rates for accommodation, package prices for meetings/workshops, transport costs, and provide information to travellers/projects;
- Arrange international and domestic transport for project staff and consultants/short term experts;
- Prepare reports of used tickets and refund of unused tickets;
- Prepare travel cost reimbursement to be submitted to Accounting Section;
2.
Services Connected to Trips
- Co-ordinate with GIZ Office for the purchase of international and domestic tickets;
3.
Event Management
- Coordinate with GIZ Country Office for hotel and venue bookings plus arranging overall logistics for short term experts to be dispatched within the above mentioned GIZ Capacity Building Programmes; organizing workshop venues and regional travel arrangements for external technical experts and training participants from within ASEAN;
- Prepare the procurement process of event compliance with GIZ Procurement Regulation (O+R);
- Assist in seminar/workshop/conference logistics in Jakarta and ASEAN Member States;
- Handling of payments (if applicable) for workshops, etc. related expenses (ASEAN Member States);
- Prepare the contracts for suppliers/vendors of event (if required) and prepare complete expenses documentation on seminar/workshop/conference;
- Assist the project teams in drafting technical specifications for obtaining quotations on (office) supplies;
- Liaise with Hotels / Guest Relation Managers and Catering Services in Jakarta and within SEA;
- Liaise with GIZ Offices in the ASEAN region and project stakeholders (logistics related) in ASEAN Member States;
4.
Administration
- Timely preparation of accounting documents;
- Keep the track of the payment status;
- Organize and maintain documentation and filing systems according to GIZ standards;
- Prepare visitor/mission calendar;
- Co-ordinate the deployment and schedule of the driver, ensure that visitors and newly arrived experts are picked up;
5.
Other duties/additional tasks
- Generally support the tasks of the Principal Advisor;
- Filing the contracts and purchase order according to GIZ regulation as active and inactive files;
- Assist in and/or carry out other project activities and tasks as assigned;
- Prepare and draft meeting minutes in correct British English and brief reports on special occasions;
- Undertake further job training related to his/position and duties if required;
- Make photocopies and scan documents if and when required;
- Compile and organize information materials;
- Label files according to GIZ filing system.
Required qualifications, competences and experience
- University degree in Business Administration, Social Science or other fields related to Development Management;
- At least 5 years professional experience in similar position;
- Proficiency in English both oral and written as a precondition; good knowledge of German as an additional asset;
- Very good communication skills (oral and written);
- Team player with excellent communication and intercultural skills
- Work with a high level of self-responsibility, reliability and service orientation
- Abilities to work under pressure and constantly willing to learn and accept change;
- Very good working knowledge of ITC technologies and computer applications;
- Knowledge in Consulting Software (CoSoft) is an advantage.
- Furthermore, knowledge of the administrative procedures of the German Federal Foreign Office is regarded a plus.
Expected Joining Date: a.s.a.p.
Direct Supervisor: Principal Advisor AIPA for ASEAN Integration (AIPA4ASEAN)
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 February 28th, 2018.
Please indicate your application by putting the following code in the subject line: AIPA – TEAP
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
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