GIZ Indonesia for the Regional Economic Integration (REI) ASEAN Projects: Administrative & Finance Professional

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.

On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), GIZ implements a number of projects in cooperation with the Association of Southeast Asian Nations (ASEAN), among others to promote regional economic integration and support the delivery of key initiatives under the ASEAN Economic Community (AEC) Blueprint 2025.

The establishment of the ASEAN Economic Community (AEC) in 2015 is considered a major milestone for deepening integration in ASEAN, with a view towards tapping in on opportunities for both intra-regional trade and integration into global value chains. To this end, the ten Member States have committed themselves to enhance the dialogue and cooperation in various sectors and areas, including agricultural trade, promotion of small and medium-sized enterprises, trade in services, as well as with respect to competition and consumer policies. The latter, in particular, is not only regarded as an important element of a dynamic and highly competitive region, but also integral to a more “people-centred ASEAN”.

Starting in 2019, there are four regional projects working on Regional Economic Integration, namely:

• “Promotion of Sustainable Agricultural Value Chains in ASEAN” (ASEAN AgriTrade)
• “Promotion of Competitiveness in the CLMV Countries” (ASEAN COMPETE)
• “Consumer Protection in ASEAN” (ASEAN PROTECT)
• “Strengthening Regional Structures for SME Promotion” (ASEAN SME)

The duration of the projects will be three years with funding committed in the amount up to 17 million EUR, to be used for appropriate measures at the regional and national levels in the aforementioned thematic fields.

We are seeking a qualified Indonesian candidate for the position as:

Administrative and Finance Professional

1. Responsibilities

• general office management and overall smooth and uninterrupted coordination
• secretariat & administration
• travel and event management and planning of missions
• accounting & financial management
• personnel matters
• ensuring that financial and administrative requirements according to GIZ OnR

2. Tasks

1.     Office Management and Coordination

responsible for maintaining and ensuring overall good flow of communication and information among the regional offices and GIZ Country Offices, procurement, project assets, the availability of office supplies, GIZ file system including DMS, and supervise the use of project vehicle and the work of supporting staff

2.     Secretariat & Administration

responsible for coordinating and monitoring appointments/meetings/agenda/jourfixe, incoming and outgoing correspondence, and English and local languages translation and taking minutes of meeting, providing information, materials and other support, including research on project related topics for events or activities and other secretarial works e.g. update contact address, answers, screens, forwards and/or returns phone calls and messages, etc.

3.     Event Management and Travel Management

responsible for organizing the logistical management (tickets, flight, accommodation, meeting package, transportation, visa, etc.) including event budget estimation which shows GIZ and partners contribution, prepares/calculates advance and travel cost calculation, follow up the outstanding (third party receivables/advances) from related travel e.g. boarding passes, cash advance, hotel payment, etc 

4.     Handling Accounting & Financial Matters

responsible for cash and bank management e.g. the opening of new bank accounts, monitoring of daily bank transactions, executing cash and bank payments, preparing request of funds to GIZ Country Office based on monthly budget plan, and recording the daily incoming and outgoing transactions uses the GIZ electronic cash and bank book, ensuring the classification of all vouchers/receipts according to completeness and to cost centers/cost category, reconciling cash and bank & reports any surplus or shortfall in cash, and checking the settlement of any private uses.  

The incumbent is preparing, monitoring, updating yearly & monthly financial planning & having close coordination with advisors for project activities, following-up of third party receivables (TPR), Obligo, and consultant contract monitoring, maintaining financial documents in confidentiality.

For internal control purpose, he/she is supervising and guiding the preparations for the annual Internal Controls, as well as ensuring that the results and recommendations are applied.

5.     Handling Local Short-Term Expert/Consultant

responsible for local short-term consultant/consulting firm contracts e.g. coordinating with advisors for compiling supporting documents for preparing contracts and settlement of the contracts checking the rate of consultants/consulting company, monitoring the schedule of payment and ensuring the payment (including travel cost, procurement, etc., if any) is according to contracts and GIZ regulations. 

6.     Handling Personnel Matters

responsible for monitoring leave, attendance records, and medical allowance (if handled by project), supporting visa, working permit, etc. for long term and short-term staff/experts.

7.     Other Duties/Additional Tasks

·      coordinating closely with Regional Finance Manager

·      performs other duties and tasks at the request of Principle Advisors of REI ASEAN Projects

3. 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 5 years professional experience in a comparable position
• At least 3 years’ experience working directly as an admin/finance professional for GIZ

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 ASEAN
• very good knowledge of the European language widely used in the country, ideally a knowledge of German
• in-depth understanding of office management & administration
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• willingness to travel to other regions in ASEAN and other countries occasionally

Duty Station: Jakarta

Direct Supervisor: Principal Advisor of “Consumer Protection in ASEAN” (ASEAN PROTECT) Project

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 November 27^th, 2018.

Please indicate your application by putting the following code in the subject line: REI ASEAN – AFP.

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.