GIZ Indonesia for the Peatland Management and Rehabilitation (PROPEAT) Project: Administrative Professional & Personal Assistant (duty based: Tanjung Selor, North Kalimantan)

As part of Indonesia – German Cooperation in reducing emission from forestry sector as well as improving livelihood of rural communities, a project named Peatland Management and rehabilitation has been implemented.  The project aims to develop the planning and implementation capacities to rehabilitate peat ecosystems and mangrove forest in the Kayan Sembakung Delta. The module combines policy advice and capacity development measures. Activities are implemented at the macro-, meso- and micro levels (pilot-measures are used here as well). Policy advice is one area in which close cooperation at national level with the Peatland Restoration Agency (BRG) and the Environment and Forestry Ministry is pursued.

The project expected to deliver the several basic outputs as follows:

·     Integrated planning processes for the protection and sustainable management of peat ecosystems and mangrove in Kayan Delta Area.

·     Improved peat and wetlands ecosystems land use system/practices

·     Results from applied research and documented field experiences will be distributed at local, national and international levels through the Peatland Restoration Agency (BRG).

To ensure the proper administration support to the project, Joint administration in Samarinda for FORCLIME, LEOPALD, SCPOPP and Peatland Project has been set up.  This administration professional is aimed to support the join administration office.

GIZ seeks a qualified Indonesian candidate for one position of

Administrative Professional & Personal Assistant

Responsibilities

·         Providing administrative services for the programme related to event, team travel and financial
·         Meeting the administrative needs of the office independently
·         Ensuring that financial administration functions well in accordance with GIZ standard procedures
·         Supporting and troubleshooting on all administrative issues within the projects
·         Communicating and coordinating effectively with colleagues in the administrative division and with officers at related offices
·         Liaising with the regional project offices, GIZ Country Office and with the counterpart on administration and project issues
·         Knowledge management
·         Filing documents in reference files, in DMS in line with GIZ’s filing rules and in DMS (GIZ file Station)
·         Support and provide administrative services, external relations of the project (especially in electronic communication, social media and internet) and anything related to the tasks of the Principle Advisor

A.     Tasks

1.      Office Coordination and Management

• 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.
• Support the PA in planning, updating and monitoring of program activities, prepare information, material and other support, arranges appointments and meeting.

2.      Secretarial Work and Administration

• Arrange appointments and meeting and manage personal agenda of the PA
• Prepare information, materials and other support for the team and PA
• Participate in internal and external (team) meeting / workshop and assist with documenting (taking minutes)
• Assist in administration processes of the project as needed
• Monitors the project activities from the administrative side according to the plan of operation
• Organise the maintenance of the office equipment
• Supervise office assistance, driver and junior accounting professional
• Organises and updates project documentation, the filing systems and the project library
• Maintain the filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
• Update the filing system daily with incoming and outgoing correspondence
• Monitor the inventory list for the program

3.      Event and Hotel Management

• Responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)

• Coordinates with the JOA Samarinda on the mode of service delivery
• Responsible for preparing and organising administrative and logistical (venue, travel, hotel and flight) aspects of programme activities (trainings, meetings, workshops, etc.)
• Coordinate and organise rooms for meetings including needed equipment etc. required

4.    Travel Management

• Responsible for organizing administrative (DRA etc) and logistical aspects of team members traveling modes (air tickets, train, ferry, car, etc.)
• Monitor the Millage (GFF, etc.)
• Manage Cars and Speed Boat Pool
• Monitor Vehicle and Speed Boat Log Book
• Coordinate time schedule, appointment and travel of the PA and technical team members
• Support for settlement advance for events and travel (RKA) for staffs in North Kalimantan

5.    Financial Administration and Management

• Collect and prepares proper receipts and supporting document
• Prepare accounting for voucher and enter to petty cash including entry for electronic cash book
• Operate petty cash, include maintenance and daily cash flow record  
• Responsible for bank management e.g. the opening of new bank accounts, monitoring of daily bank transactions, executing bank payments prior approval from Office Manager,
• Bank transactions and Bankbook entries according to GIZ accounting principles for the Joint Administration office in Samarinda
• Monitors income, expenditure and the monthly bank reconciliation
• Carries out accounting tasks using WINPACCS bank/cash book software and prepares monthly end-of-period accounts and bank reconciliation vouchers
• Submits the end-of-month accounts from the project accounting, cash books and account balance vouchers (through or from WINPACCS) to Jakarta Office
• Drafting the monthly budget plan and request of funds (PfM) towards GOJ
• Prepares monthly and annual budgets and monitors deviations
• Monitors real accounts (payables, TPR/receivables), Obligo, follows up and reports regularly to the officer responsible for the contract and cooperation and the financial/office manager

6.    Communication, Public Relation (PR), Knowledge Management (KM)

• Assists in communicating, updating and collecting information
• Does documentation of successful outputs achievement
• Uploads consultants reports and other outputs in DMS in line with GIZ’s filing rules

7.     General tasks

• Ensure good hospitality for visitors and pleasant work environment for team members
• Interpret and translate as required

8.      Other duties/additional tasks

• Perform other duties and tasks on request of the Principle Adviser leader
• Contributes actively to a good working climate and team working within the project

2. Required qualifications, competences and experience

Qualifications

·         university degree in office management/administration or similar area

Professional experience

·         at least 5-10 years’ professional experience in a comparable position

Essential skills, additional competences and other knowledge

·         Able to work on own initiative and with limited supervision

·         Good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office)

·         Indonesian native speaker, very good command of English (written and spoken), and German (greatly appreciated)

·         Good management and organisational skills

·         Willingness to update skills as required by the tasks to be performed 

Duty Station: Tanjung Selor, North Kalimantan
Joining Date: a.s.a.p.
Direct Supervisor:   Principal Advisor of Peatland Management and Rehabilitation (PROPEAT) project
 
Please submit your motivation letter and comprehensive resume (including latest photograph and list of references) to recruitment-indo@giz.de by March 26^th, 2019, with subject line PROPEAT – Admin Prof. & PA
 
Please name your file as the following 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