GIZ Country Office: Junior Administrative Professional (HR & LFA)

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and public and private sector clients in around 130 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.

The GIZ Office Indonesia is seeking one qualified Indonesian candidate for the following position:

Junior Administrative Professional (HR & LFA)

Responsibilities

The incumbent will perform the scope of the following tasks, but is not limited to:

1..    Human Resources Unit

• Assisting with day to day operations of the HR functions and duties
• Providing clerical and administrative support to Human Resources professional
• Assist Personnel Administration for digitalization and documentation
• Ensure the benefits of medical reimbursement and medical check-up can be utilized to the maximum by National Personnel
• Maintenance of an overall good flow of incoming and outgoing communication.
• Courtesy and assistance to visitors.
• Assisting in the tasks of a specific administration expert according to his/her specific instructions.

2.    LFA

Management of communication and information flow in the LFA's Office

Tasks

1.  Human Resources Unit

A.   HR Administration

• Filling, compile, scan and update all employee records (hard and soft copies) based on HR Global Guidelines on protecting personal data of National Personnel;
• Assist in updated, monitor and handle health insurance administration, request and question arise related with the fields;
• Compile all comments including suggestion and complaint related to health insurance;
• Assist in arrange and prepare meeting and training that conduct by HR Unit as assigned;
• Prepare and filling internal and external letter comply with HR Unit Regulation;
• Filling necessary HR documents as requested;
• Issue reference letter and sponsor letter for all staff;
• Assist and monitoring drivers’ daily activities including completeness of vehicle log books and the fuel consumption for Country Office vehicles;
• Monitor and control the consumption data of fuel and paper in Country Office;
• Ensure the distribution lists of AMA, EH, CIM and Consultant Indonesia always update;
• Organize and Maintain an adequate office stationery;
• Assist on register, update and terminate of BPJS Kesehatan.

B.    Replacing Receptionist tasks when the Receptionist not in place, with essential function and responsibilities:

• Greet and welcome all staffs, guests and/ or visitors in a friendly and professional manners;
• Answer all incoming calls and handle caller's inquiries whenever possible;
• Receive, direct and relay telephone messages and fax messages;
• Dial to a destination as requested and make a record for the international calls;
• Receive, sort and deliveries the document, faxes and packages on daily basis;
• Distribute incoming mails to the respective staff on daily basis;
• Open the GIZ email account and distribute to the respective person on daily basis;
• Maintain an adequate record of incoming-outgoing of document, faxes and packages;
• Monitor delivery documents by courier;
• Ensure guests comfort by providing necessary information (availability of staff, etc), offering them newspapers, refreshments etc.;
• Tidy and maintain the receptionist area, including the availability of newspaper/ magazine and leaflet display;
• Receive and record the general invoice and distribute it to the person in charge;
• Registering and submit invoices from vendor, RKA and from projects into OnSITE invoices;
• Organize and maintain for the project's mail box: update the existing project box, reminding the project to collect the mails and/ or sending the mails to the project outside of Jakarta.

C.   Assists in and/or carries out other HR activities and other tasks, as assigned by HR Manager.

2.  LFA

A. Secretariat Services

• Distribute letters/ documents to GIZ supported Projects and seconded Experts (mailbox);
• Answer, screen, forward and/ or return phone calls and messages;
• Manage incoming and outgoing correspondence and translation if required;
• Make print-out, photocopies, and scan documents if and when required;
• Ensure the availability of necessary office supplies for the secretariat’s.

B.   Office Management

• Manage Agenda of the LFA;
• Assist in documentation and filing of information and communication and keep it as confidential matters;
• In coordination with Travel & Event Officer in GIZ Office Jakarta organize logistic arrangement (hotel reservation, transport) for LFA, visitors and project staffs;
• Prepare the travel cost reimbursement for trips of LFA;
• Coordinate and monitor time schedule.

C.   Tasks in Assisting the LFA

• Maintain and update the filing system for incoming and outgoing documents on a daily basis;
• Assist in preparing, compiling, and organizing information material for meetings of LFA;
• Assist in organizing international and national workshops and functions;
• Assist in organizing the schedule and appointments of visitors from GIZ Headquarters.

D.   Other Duties/Additional Tasks

• Assist in and/ or carries out other office activities and other tasks, as assigned;
• Undertake further job training related to her position and duties such as secretarial, computer, office, and language skills, if required;
• Stay overtime in the office if requested by the LFA;
• Check and monitor attendance records of national personnel and mobile phone usage of staffs, identifies the private usages and prepare the settlement.

Required qualifications, competences and experience

Formal Education

• At least a Diploma III degree in secretarial, human resource management, or related field;

Professional Experience

• At least 3 years of work experience in a similar position;

Other Qualifications

• must be aware of privacy concerns and the importance of keeping information confidential;
• perform a variety of tasks from data entry to preparing reports and interacting with internal (i.e. all staffs’ levels) and external people
• Good working knowledge of modern telecommunication systems (telephone, fax, e-mail, internet and its software)
• Good working knowledge of computer programs (e.g. MSOffice)
• Good working knowledge of hotel and flight reservation
• Language skills: English and German are “a must”.
• Able to present themselves well and have good communication skills. 

Duty Station: Jakarta

Direct Supervisor: Human Resources Manager & Head of Finance and Administration

Expected Joining Date: a.s.a.p.

Interested candidates should submit a motivation letter, CV, trainings attended and list of references, addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on January 25^th, 2019.

Please indicate your application by putting the following code in the subject line: GIZ Indonesia – JAP HR & LFA.

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.