GIZ Indonesia for the Forests and Climate Change Program (FORCLIME) Project: Junior Administrative Specialist

The Forests and Climate Change Program (FORCLIME) supports the Government of Indonesia in their endeavor to mitigate the effects of climate change through forestry sector reform, capacity development and implementation of best management practices for sustainable forest management and biodiversity conservation. Demonstration activities are being supported in selected districts of Kalimantan and Central Sulawesi to Reduce Emissions from Deforestation and Degradation (“REDD” activities). FORCLIME is funded by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ (German International Cooperation) and KfW, the German Development Bank, with the Indonesian Ministry of Forestry as the Program Executing Agency.

The Programme's overall objective is to reduce greenhouse gas emissions from the forest sector while improving the livelihoods of Indonesia's poor rural communities. To achieve this goal, the Programme team assists the Indonesian Government in designing and implementing legal, policy and institutional reforms for the conservation and sustainable management of forests, at local, provincial and national level. Support to REDD demonstration activities are a key feature of the Programme, providing decision-makers with experience of how REDD can be implemented "on the ground". 

We seek a qualified Indonesian candidate for: 

Junior Administrative Specialist 

 A.     Responsibilities

• Support in task concerning the filing system and other documentation
• Support technical team in organizational matters, events, trips and follow up of requests
• Prepare and maintenance project office including the equipment and supplies required  

B.     Tasks

1. Administration

• Operating the telephone and informing staff of important communications
• Responsible to checks office logistics (supplies & stationeries) and reports it to Office Manager
• Assist in preparation of information, materials and other support to events or activities in coordination with the technical staff
• Supports with correspondence and facilitates the internal distribution of letter including recording of incoming and outgoing letters including uploading to DMS. 

2. Procurement of Goods

·       Support in preparation of procurement for service and goods with value up to EUR 2.500, in coordination with the requesting officer and in compliance with GIZ PnR under the supervision of the Senior Administrative Professional
·       Maintains the filing of procurement of goods and upload them to DMS 

3. Event and Travel Management

• Under the supervision of Senior Administrative professional, arranges travel for staffs such as booking tickets, flights, hotel reservation, transport, etc. for domestic and international travel in coordination with TEIS Team at GIZ Country Office Indonesia
• Support the preparation of workshops, training and other events according to project’s operational plan and budget proposal with value up to EUR 2.500 in accordance with GIZ PnR
• In coordination with Senior Administrative Professional, follows up third party receivables for all travel & event-related matters, such as refunded air ticket, hotel payment, etc. based on project and office journal
• Compile data of training/ event list in the soft file format and upload them to DMS regularly (budget proposal, request of event & approval, contract/agreement, awarding process and attendance list)
• Responsible for organizing administrative (DRA etc) and logistical aspects of team members traveling modes
• Support the settlement of advances for all travel (RKA) and event-related matters
• Responsible in monitoring flights Millage (GFF, etc.) 

4. General tasks

• Photocopies and scans documents as needed
• Reports without delay to the person responsible on all problems in administration and compliance with rules
• Interprets and translates as required 
• Performs other duties and tasks at the request of the supervisor
• Contributes actively to a good working climate and team working within the project 

C.     Required qualifications, competences and experience

• University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA)
• At least 3 years’ professional experience in a comparable position.
• Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Fluent written and verbal knowledge of English
• In-depth understanding of GIZ financial management and accounting would be an advantage
• Demonstrated ability to work effectively in a fast-paced working environment, both independently and as part of project team.
• Willingness to acquire new knowledge as required by the tasks to be performed – corresponding measures are agreed with the Principal Advisor 

Duty Station: Manokwari
Joining Date: a.s.a.p.
Direct Supervisor: Senior Administrative Professional                                    

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 May 5^th, 2022. 

Please indicate your application by putting the following code in the subject line: FORCLIME 4.0 – JAS West Papua

 

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.