GIZ Indonesia for the ASEAN-German Energy Programme (AGEP) II: Finance and Procurement Professional

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German public-benefit federal enterprise. GIZ works worldwide in the field of international cooperation for sustainable development and has over 50 years of experience in a wide variety of areas, including RE and EE in ASEAN. The cooperation between ASEAN and Germany focusses in the fields of climate change and environment, regional economic integration as well as institutional capacity development.

In the energy sector, GIZ supports the introduction and deployment of renewable energy (RE) and energy efficiency (EE) in the partner region through methodological approach, technical and financial competence and enable partner organizations to move towards a sustainable energy supply using their own potential.

The ASEAN-German Energy Programme (AGEP) II is commissioned by the Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH in close cooperation with the ASEAN Centre for Energy (ACE). AGEP II is based at ACE office in Jakarta and the overall objective of the AGEP II is to strengthen ACE in its role as a regional centre of excellence for sustainable energy through various measures such as:

1. Supports ACE to provide innovative services to promote sustainable energy
2. Improves collection and digital processing of socio-economic and energy-specific data
3. Implements activities related to ACE organisational development

AGEP II is seeking one qualified Indonesian candidate for the following position:

Finance and Procurement Professional

A.  Responsibilities, but is not limited to:

• Ensures the project’s financial administration and management for the daily operations are in accordance with GIZ procedures and regulations
• Be responsible for cash in coordination with GIZ Country Office Indonesia
• Manages financial planning, monitoring, and accounting of the project, including monthly cash planning and cash holdings monitoring
• Monitors of the third-party receivables of the project
• Monitors the inventory/asset of the project
• Manages the procurement of goods for the project
• Supports project internal control and audit
• Be responsible for the filing system and other documentation concerning procurement and finance
• Provides administrative advice regarding procurement and finance
• Provides effective coordination with finance, accounting, and procurement section in GIZ Country Office Indonesia and with colleagues in AGEP Project

2. Tasks

Managing Finance and Procurement-Related matters for AGEP II

1.            Financial Management

• Supports project activity-level budget & expenditure planning, and updates the plan monthly
• Sets up an activity-level budget monitoring system and provide regular updates to the Team Leader and Financial Manager
• Supports technical colleagues in planning and allocating the activity budgets
• Performs cash deposits and withdrawal, including prepare paperwork and ensure correct authorization level is attained
• Monitors income, expenditure, and petty cash holding, including daily cash flow monitoring and monthly cash reconciliation
• Arranges and executes monthly payment such as office operational cost, including overtime calculation for driver and office assistant
• Prepares request of funds to GIZ Country Office Indonesia based on monthly budget plan
• Ensures all project’s financial transaction is compliance with GIZ Procedure and Regulations and confidential-maintained
• Supports colleagues regarding general financial matters (e.g. medical reimbursement)

2.            Accounting

• Manages project’s accounting based on WINPACCS cash, i.e. collects and prepares proper receipts for bookkeeping, calculations, indicates its cost classification, and records it into WINPACCS
• Be responsible for Petty Cash (WINPACCS cashbook)
• Together with Administrative Professional, monitors and follows up Third-Party Receivables (TPR) and obligo based on project and office journal as well as monthly Error Sheet
• Prepares and controls monthly program journal/financial report on activity progress
• Prepares period accounts and bank reconciliation vouchers
• Checks voucher for the end-of-month project bookkeeping, ensures the signature completion on project journal before submission to GIZ Country Office Indonesia
• Submits monthly voucher reports to GIZ Country Office Indonesia before the agreed deadlines.

3.            Procurement

• Monitors and steers the procurement of goods processes up to EUR 200
• Prepares requests for procurements of goods above EUR 200 to GIZ Country Office Indonesia and consult with technical colleagues for the required documents in compliance with GIZ procedures and regulations
• Gives general advice on procurement to colleagues regarding GIZ procedures and regulations
• Keeps track and files all inventory/asset-related matters in project’s office with Onsite Asset
• Provides yearly inventory/asset stock-ticking before 30 June and put it on the DMS
• Manages the settlement of any private uses of project assets/funds
• Maintains the filing of the confidential contract document

4.            Internal Control

• Support Finance Manager on the preparations and implementation of the project Internal Controls and Audit
• Supports Administrative Professional in arranging the preparation of internal controls in accordance with GIZ procedures and regulations
• Ensures the Internal Control’s results and recommendations are followed up and implemented

5.            General Support

• Provides general support to Team Leader and Finance Manager (if needed) on ad-hoc tasks i.e. quarterly plan/actual comparisons and spending prognosis
• Provides events’ expenses record with monthly updated
• Checks colleagues’ mobile phone use between official and private use, as well as processing the reimbursement
• Together with Administrative Professional, monitors consultant contracts and reminds colleagues 2 weeks prior payment due-date
• Together with Administrative Professional, supports the project financial report and BAST (hand-over document) for inventory/asset
• Ensure all the financial, accounting and procurement documents are properly and safely kept
• Prepares the delivery of necessary documents to GIZ Headquarters after the project ends
• Reports all problems on financial and procurement to Team Leader/Finance Manager
• Performs other duties and tasks at the request of the supervisor

3. Required qualifications, competences and experience

Qualifications

• At least bachelor’s degree in Business Administration, Economics, Accounting or equivalent.
• A minimum of 5 years of experience in similar position or equivalent
• Understanding basic finance and accounting system
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Experience in working on GIZ or project with donors, governments, and development institutions is an asset
• Knowledge of GIZ finance systems such as WINPACCS and Onsite reporting is an asset
• Knowledge in SAP is an asset
• Experience in working on ASEAN environment will be an advantage
• Fluent written and verbal knowledge of English & Bahasa, German knowledge will be an advantage

Other Knowledge, Additional Competences

• Good team player with strong interpersonal and organizational skills
• Ability to adapt to an international working environment
• Possess confidence, can-do attitude, and takes initiative proactively
• Service-oriented attitude
• Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with supervisor

Duty Station: Jakarta

Joining Date: September 2020

Direct Supervisor: Team Leader of AGEP II project

Please submit your motivation letter and comprehensive resume (including trainings and list of references) to recruitment-indo@giz.de by August 6^th, 2020 with subject line AGEP II – Finance & Procurement.

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