GIZ Indonesia for the Sustainable Development Goals (SDGs) project: Junior Administrative Specialist

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. 

Since the roll-out of the Sustainable Development Goals (SDGs), the government of Indonesia has showed strong commitment to get inline with the goals that can be seen in the systematic approached to mainstream the SDGs Indicators into the formal development planning at all level of governance. However, this effort is not without challenges. The core principles of SDGs, among others, Leave No One Behind and Multi-Stakeholders Partnership are not that easy to realize. 

The business as usual of the Indonesian government is working alone and non-inclusive. So, the habit of the government officials to go ahead with themselves is already formed strong. This has proven to be an obstacle in properly adopting SDGs. For this reason, there is a big need to facilitate the process of bringing the state actors and the other non-state actors on board. 

In the previous SFF SDGs project, the facilitation support already been done from within the government partner reaching out to the non-state actors and the results has indicated that an approach is needed to be made available from the other end back to the government. Meaning, the facilitation support is needed to be done from within the non-state actors reaching back to the state actors. 

Religious organization is one of the most potential NSA as it is usually has a programmatic approach to develop its’ followers. Supports are provided to the most in need (touching the principle leave no one behind) of the followers and can be in the field of economy, education, health, and even environment. However, similar to the government, for some reasons, the religious organization is also tend to work alone. 

The SDGs framework that already been developed by the government of Indonesia is having a potential to bring them together. If the available tools been introduced and guided properly to the religious organizations, it is expected to gain positive results and have the Partnership between the two realized. In a long run, this could then be linked to other actors to create a real Multi-Stakeholders Partnership. 

A part of the efforts in realizing MSP between the religious organizations and the other actors is by developing proper communication materials that may strategically supporting the ROs in implementing development programs that are contributing the achievement of SDGs within its’ communities and reach out to broader communities. 

For this reason, we seek a qualified Indonesian candidate for the following position:  

Junior Administrative Specialist 

 

A.    Responsibilities

• Provide administrative services for the project.
• Secretarial support for project.
• Provide support to Admin Professional regarding travel & event, procurement of services and goods, assets, and IT matters based on PuR (GIZ Rules and Regulations)
• Document filing in accordance with GIZ rules (hard file)
• Logistical arrangements of all activities that are supported by the project  

B.    Tasks

1.    Secretarial Tasks

·         Coordinate and maintain the team’s time schedule & appointment for meeting internal and external

·         Organize meeting room reservation to Country Office for project’s meeting if necessary

·         Prepare outgoing correspondences to partners in coordination with Administrative Professional

·         Compile and report monthly telecommunication bill of each team’s members

 

2.   Financial & Administrative Tasks

·         Support the Administrative Professional for monthly cashbook report

·         Receive reimbursement receipts from advisors, stamp factually correct, and submit to Admin Professional for input in Cashbook

·         Prepare monthly cover voucher for each transaction in Cashbook

·         File the vouchers in folder to be submitted and checked by Accounting in Country Office on monthly basis

·         File and complete supporting documents for invoices settlement to Country Office

·         Coordinate and follow up ‘Bukti potong pajak’ with respective unit in the country office and send them to the vendors, consultants, or the consulting firms

 

3.   Events and Travel Management

·         Support Administrative Professional in logistics and organization of meetings or workshops for internal and external

·         Organize travel arrangements for advisors and partners, including flight & hotels

·         Support the settlement of advance payments for events and travel (RKA) for staffs and partners

 

4.   Local Subsidy Support

·         Support Admin Professional to manage the disbursement of 5 Local Subsidies (LS).

·         List the necessary supporting documents for each LS settlement

·         Follow up to each LS recipients on completing the missing documents

·         File the hardcopy of voucher settlement from each LS

·         Scan and merge the softcopy of voucher settlements and keep it in the SharePoint folder

·         Check and maintain inventory list in each LS

 

5.   Inventory

·         Check and label all project’s asset according to the list of inventories prepared by Administrative Professional

·         Take care of the Gate Pass of each team’s members

 

6.   Other duties/additional tasks

·         Assist in and/or carry out other activities related tasks according to needs, as assigned.

·         Purchase and ensure office’s stationary for all team is well-stock.

·         Keep all the documents, operations, and information confidential inside and outside the program team.

·         Report any problems to Admin Professional and/or Principal Advisor without delay

·         Implement office policies according to GIZ O+R.

·         Coordinate with the COI team for the above stated tasks whenever necessary.

 

C.    Required qualifications, competences and experience

·         Bachelor’s degree in economics or business administration

·         At least 1 year experiences in administration and handling simple finance.

·         Experience in providing organizational & administrative support in international development cooperation projects

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

·         Familiar with working culture in Ministries (for ease coordination when arranging activities with them in related to admin matters)

·         Digital literate (IT security & data protection awareness)

·         Fluency in written and spoken English

 

        Other knowledge, additional competences

·         Knowledge of GIZ procedures and rules related to financial management and accounting, especially in managing Financing Agreement (Local Subsidy/Grant Agreement)

·         Willingness to acquire new knowledge as required by the tasks to be performed – corresponding measures are agreed with the Principal Advisor

·         Pro-active attitude, flexibility, and service orientation in a fast-paced working environment 

 

Duty Station: Jakarta
Joining Date: As soon as possible
Direct Supervisor:  Principal Advisor

 

Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by March 9^th, 2022, with subject line SDG JAS

 

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.