The
Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an
international cooperation enterprise for sustainable development with worldwide
operations. Its corporate objective is to improve people’s living conditions on
a sustainable basis.. GIZ has been working in Indonesia since 1975 on behalf of
the German Federal Ministry for Economic Cooperation and Development (BMZ).
The Sulu-Sulawesi Seascape
is located in the western Indo Pacific region at the apex of the Coral Triangle
covering 1 million km² of marine and terrestrial areas in Indonesia (North
Sulawesi and East and North Kalimantan), Malaysia (Sabah) and the Philippines.
The Coral Triangle Initiative on Coral Reefs, Fisheries and Food Security
(CTI-CFF) recognizes the Sulu-Sulawesi Seascape as one of its priority
seascapes.
The Sulu-Sulawesi Seascape
Project, with funding support from the Federal German Ministry for the
Environment, Nature Conservation and Nuclear Safety (BMU), is implemented by
the partner organizations in the respective countries and GIZ under the
umbrella of CTI-CFF.
The overall project outcome
is:
The
countries of the Sulu-Sulawesi-Seascape implement their actions within the
framework of the Regional Plan of Action (RPOA) in a more coordinated manner,
with a special focus on Marine Protected Areas (MPA), an Ecosystem Approach to
Fisheries Management (EAFM) and Climate Change Adaptation Planning (CCA).
GIZ is seeking
1 (one) qualified Indonesian candidate for the following position:
Administrative
Assistant
A.
Responsibilities
The
incumbent contributes to smoothly running operations through an effective and
efficient delivery of general clerical and support services. In
carrying out his/her role, the Administrative Assistant performs the following
major functions/duties:
B. Major
Functions/Duties
Office Management and Organization
- executes office procurement according to the GIZ regulations and code of conduct
- ensures the availability of necessary office supplies
- provides basic administrative and liaison support
- daily operational execution of all programme affairs
Administration
- manages incoming and outgoing correspondence, including faxes and e-mails on a daily basis
- establishes and/or updates index of, and data on, contact addresses, phone/fax numbers and e-mail-addresses regularly
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
Corporate
General Tasks
- performs work of other administrative staff and/or other tasks relevant to the job or organization unit when the need arises
- participates in task teams and other corporate entrepreneurial or strategy-linked endeavors.
C. Required
qualifications, competences and experience
Professional
Qualifications
- Formal professional diploma/certificate in relevant field: accounting, management or business administration, office management
- At least six months experience in general office work
- Familiar with GIZ procedures is an advantage
Competency
Requirements
- Proficiency in office administration tasks
- Familiarity document processing functions
- Excellent command of MS-Office
- Adeptness in working with modern telecommunications systems, including basic skill in troubleshooting
- High attention to details and efficiency in performing service processes
- Capacity to cooperate constructively and reliably with colleagues
- Mark of integrity, credibility, and authenticity
Expected to Join: June 2018
Working Duration: 6 months (June – November 2018)
Direct Supervisor: Principal Advisor of the Sulu-Sulawesi Seascape Project and interact daily with Project Officer in Jakarta
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 June 3rd, 2018.
Please
indicate your application by putting the following code in the subject line: SSS_Admin
Assistant.
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)
Li
Only short-listed candidates
will be notified.
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