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.
GIZ leads the consortia of six
organisations to implement the global project “Innovation Regions for a Just
Energy Transition (IKI-JET)”, funded by the International Climate Initiative of
the German Federal Ministry for Economic Affairs and Climate Actions (BMWK).
The project contributes to a just transition of the energy sector in selected
developing countries and emerging economies, including Indonesia, for which GIZ
partners with the Indonesian Ministry for National Development Planning
(BAPPENAS). The project’s Indonesian component supports the local governments
and other stakeholders in two coal-dependent regions (i.e., East Kalimantan and
South Sumatra) to transition towards more sustainable economies fairly by achieving
the following results:
- Output-4: Informed social dialogue and stakeholder engagement on just energy transition in coal regions takes place in Regional Consultation Forums;
- Output-5: Policy advice to improve the policy framework for just energy transition, including gender aspects, is fed into respective policy processes;
- Output-6: Transformational measures to support the JET on coal regions are rolled out.
To
implement activities required for achieving Output-5, GIZ seeks a qualified
Indonesian candidate for one position of
Junior Administrative Specialist
A. Main Responsibilities
· In coordination with the Senior Administrative Professional and the Responsible Project Manager,
o ensures and controls the quality of internal management services related to contracts, procurement and other financial and administration procedure in accordance with GIZ standards
o ensures smooth administration and financial management matters related to the project activities in South Sumatra.
- Support the Administration Specialist and Senior Administration Professional of the Samarinda office on all administrative and financial matters.
- Follow and communicate the rules and procedures of GIZ to team members and project partners
- Support the GIZ team in organizational matters where needed.
- Coordinate the procurement procedures between project staff and GIZ Country Office
- Responsible for contract with a value below 2.500 Euro under the supervision of the Senior Administrative Professional and support preparation contract above 2.500 Euro under coordination with GIZ Country Office Jakarta
- 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
- Administrative and financial handling of service provision contracts and the procurement of goods
- Support the monitoring of income and expenditure, and monthly cash reconciliation
- Assist in collecting and preparing proper receipts for bookkeeping.
- Assist in ensuring the completeness of supporting documents and verifying vouchers, incl. materially correctness for bank transactions (‘Maker’) to be released by the Samarinda office and GIZ Country Office.
- Following up third-party receivable and monthly Error Sheet in Palembang office based on project and office journal
- Checking incoming invoices related to the project operation in South Sumatra
- Settling advances for all travel and event-related matters in Palembang office.
- Operating the petty cash for the Palembang Office, including maintaining cash book.
- Arranging monthly payments such as office operational (internet/email and other fees)
- Calculating mobile phone use between official and private use, as well as processing the reimbursement.
2. Secretarial work and support services
- Preparation of information, materials and other support for events or activities on behalf of the technical staff
- Supporting with correspondence and facilitating the internal distribution of letters, including recording incoming and outgoing letters
- Keeping track of and filing all asset-related matters in the Palembang office.
- Manage logistics and documentation of meetings, workshops and other project activities in South Sumatra.
- Arranging travel for staff such as booking tickets, flights, hotel reservation, transport, etc. for domestic and international travel in coordination with the Samarinda Office
- Following up on third-party receivables for all travel & event-related matters, such as refunding air tickets, hotel payments, etc. based on project and office journal
- Supporting the settlement of advance payments for events and travel (RKA) for staffs and partners in South Sumatra.
C. Required qualifications, competences and experience
- Bachelor’s degree in business administration, accounting or financial management
- At least 3 years of professional experience in administration and bookkeeping, accounting or finance management
- Experience in providing organizational support in international development cooperation projects
Other knowledge, additional competences
- Knowledge of GIZ procedures and rules related to financial management and accounting
- Willingness to acquire new knowledge as required by the tasks to be performed
- Very good working knowledge of IT, communication technologies (related software, website)
- Very good communication skills in English and Bahasa Indonesia, including speaking and writing
- Focused, proactive and positive working attitude
- Demonstrated ability to work effectively in a fast-paced office environment, both independently and as part of a global team
- Adaptable to rapidly changing priorities and able to manage multiple deadlines and deliver high quality work products
Joining Date: 1 June 2023
Direct Supervisor: Responsible Project Manager (DV), the Indonesian component of Innovation Regions for a Just Energy Transition (IKI-JET) project
[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
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