GIZ Indonesia for the Climate and Biodiversity Governance in Indonesia (ClimB) Project: Administrative Specialist

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations on behalf of the German Government. We work to shape a future worth living in over 120 countries around the world.

Indonesia plays an important role in achieving the goals of the Paris Agreement and the Convention on Biological Diversity (CBD). The country is one of the ten largest green house gas Emitters worldwide with emissions projected to more than double by 2030 (compared to 2010) following the business as usual (BAU) scenario. In addition, being an archipelagic state, Indonesia is severely impacted by the consequences of climate change. The Government of Indonesia is highly motivated to contribute to the achievement of the Paris Agreement by reaching the greenhouse gas (GHG) emission reduction targets determined in the country’s Nationally Determined Contribution (NDC): 29% compared to BAU by 2030 using national resources and up to 41% with international support. Within its Mid-term National Development Plan (Rencana Pembangunan Jangka Menengah Nasional, RPJMN 2020-2024), the Government of Indonesia aims for a GHG emission reduction of 27.3% compared to the baseline by 2024. However, the Climate Transparency Report 2020 states that Indonesia’s emission pathway is not compatible with the Paris Agreement but would lead to a warming of between 3°C and 4°C. For this reason, ambition raising in the mid and long-term is inevitable. 

The country’s climate and biodiversity policies are currently challenged by the economic recession induced by COVID-19. BAPPENAS aims for and is promoting the inclusion of low-carbon development to the national recovery program. The effective monitoring of the implementation of LCDI/a green RPJMN measures is also required to enhance its already existing monitoring systems like the Application for Planning and Monitoring of Indonesia's Low Carbon Development (Aplikasi Perencanaan dan Pemantauan Pembangunan Rendah Karbon Indonesia, AKSARA) and the system for Monitoring and Evaluation for Development Planning (MONEV). This needs to be accompanied by an effortless integration of data from the various monitoring databases and applications of other ministries.

Against this background, the Federal Ministry for the Environment, Nature Conservation, Building, and Nuclear Safety (BMU) and the Indonesian Ministry for National Development Planning (BAPPENAS) agreed to jointly implement the Climate and Biodiversity Hub Indonesia Project.  The project aims to support the Indonesian government in strengthening the mainstreaming and implementation of its climate and biodiversity policy, as well as Bappenas’ s role as think tank and clearing house in climate and biodiversity policy.  Policy advise, capacity building and interministerial exchange will support the advancement of climate and biodiversity policy planning and implementation as well as mainstreaming with national development planning. This is accompanied by the improvement of transparency capacities, strengthened resource mobilization and the sharing and exchange of knowledge with the international community. Also, the project will function as the interface of the International Climate Initiative (IKI), BMU in Indonesia facilitating networking and communication between project implementers and with the Indonesian government.

To support implementation of the project in Indonesia, particularly for the project component under Bappenas (CLIMATE IMPACT RESPONSE AND BIODIVERSITY MANAGEMENT PLANNING IN INDONESIA, ClimB), we seek one (1)

 

Administrative Specialist

 

A.  Main Responsibilities

The incumbent is responsible but not limited for:

• Ensure that financial administration and administrative procedures of the project are properly implemented in accordance with GIZ standards
• In coordination with the advisor and/or Deputy to Principal Advisor ensures and controls the quality of internal management services related administration (contracts, travel & event, procurement of goods, inventory, and IT) based on PuR
• Manage adequately project finance/admin documentation as well as knowledge dissemination, including filing of documents in reference files or in DMS in line with GIZ’s filing rules
• Maintain good communication and flow of information about administrative issues within the project/programme, with the GIZ Country Office Indonesia and counterpart
• Ensures a smooth and uninterrupted functioning of the office site through organized and coordinated work mechanisms, effective problem-solving of day-to-day concerns, and the provision, through the appropriate administration-related reports, of critical inputs for management decision.

 

B.  Tasks

1. Office Coordination

• Oversees all administrative and logistical arrangements of the programme
• Administrative Support – Support in the organization and preparation of the following:
• Performs assistance to project record keeping (hardcopy and DMS),
• Maintains office supplies by checking
• Maintains the inventory record (On-Site Asset) and filing of the project responsible for process of BAST (handing over) to Counterpart
• Supporting the document preparation of BAST Service, Quarterly Report to Counterpart
• Follows up visa applications of AMAs and project guests and international consultants
• Compile and monitors additional leave records of the staff in the project.
• Supervising the mobile phone and telephone billing monitoring with Administrative Assistant
• Organizing the E-Taxi Voucher together with Administrative Assistant
• Conducts Clerical duties such as filing responding to e-mails and preparing documents. 

2. Event and Hotel Management

• Manage logistics and documentation of meetings, workshops and other project activities inside and outside the office 
• Manage the logistical aspects of national and international visit 
• Support in Meeting Preparation by arranging meeting schedule and reserving meeting room.

3. Travel Management

• Responsible for organizing administrative and logistical aspects of team members traveling modes
• Monitor the Millage
• Monitor the settlement advance for events and travel (RKA)

4. Procurement of Goods and Services

• Coordinate the procurement procedures between project staff and GIZ Country Office
• Manage procurement and contracting independently, depending on the contract value
• Guide providers of products in services in preparing the required documents for payments
• Monitor ongoing contracts and procurements including payments, tax, obligo, and settlement
• Ensuring proper filing of documents (e.g. contracts, reports) in GIZ systems
• Coordinate closely with the Financial Specialist to follow up on contracts and related payments

 5.   Accounting

• supports preparation of requests of funds with Cashier/Administrative Assistant
• carries out random checks of the petty cash and cash book and also on monthly closing

6. Financial Management

• checks the vouchers and receipts for completeness and allocation to cost units and categories, and corrects these where necessary
• reports all problems with financial administration and compliance without delay
• provide regular updates on the procedures based on GIZ Indonesia Country Policy to the team
• Follow up and settles payables, TPR/receivables, and prepares monitoring sheets to provide management related information under supervisory of the Financial Manager

 7. Other duties/additional tasks

• performs other duties and tasks at the request of management
• all actions shall be in accordance to GIZ PuR

 

C.  Required qualifications, competences and experience

 

Qualifications and experience

• University degree in business administration, accounting, management or another related field
• At least five (5) years of experience in a similar position, being fully responsible for the administrative procedures and office management of international cooperation projects
• At least ten (10) years of experience in office management, accounting and administration, preferably in an international organisation
• Experience working in partnership with the Government agencies is preferred
• Knowledge of GIZ administrative procedures, e.g. Onsite Asset Management, is considered an advantage

Additional competences

• Good working knowledge of information and communication technologies and office software (e.g. Microsoft)
• Excellent proficiency of English language; German knowledge is considered an advantage
• Flexibility, service orientation and ability to work efficiently in a fast-paced working environment
• Well organized, focused, proactive, and positive working attitude
• Excellent interpersonal communication skills, including the ability to encourage collaboration with other programs, international offices, and partners
• Aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy
• Adaptable to rapidly changing priorities and able to manage multiple deadlines and deliver high quality work products
• Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management

 

Duty Station: Jakarta
Joining Date: April 2023
Direct Supervisor:   Deputy Principal Advisor of Climate & Biodiversity Governance in Indonesia’s project/Team Leader of Bappenas Component

Please submit your motivation letter, comprehensive resume and copy of educational certificate (including training and list of references) as attachments to recruitment-indo@giz.de by March 16^th, 2023 with subject line Climate & Biodiversity – Administrative Specialist.

 

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) – the attachments are not more than 300 KB.

 

Only short-listed candidates will be notified.