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.
The Sustainable Agriculture for Forest Ecosystem in Indonesia (SAFE) Project is part of a development measure funded by the German Federal Ministry for Economic Cooperation and Development (BMZ), with co-finance from the European Union (EU), through the Fund to Promote Innovations in Agriculture and Nutrition (i4Ag). It supports relevant stakeholders to address agricultural drivers for deforestation in two target areas in West Kalimantan and Central Sulawesi.
The ASEAN-German cooperation project on Innovative Climate Risk Financing for the Agricultural Sector in ASEAN (Agri-Climate Risk Finance) is an individual measure of the German Climate and Technology Initiative (DKTI), funded by BMZ. Agri-Climate Risk Finance implemented in Thailand, Vietnam and Indonesia. In Indonesia the project works with financial service providers and smallholder farmers to address risks from climate change in agriculture.
To support the implementation of both projects, GIZ GmbH is seeking a qualified Indonesian candidate for the position as:
Administrative Specialist
A. Responsibilities
- Guide the project team on administrative procedures and ensure that GIZ as well as EU rules and regulations are followed in project implementation
- Coordinate the procurement of good and service in coordination with the project staff and GIZ Country Office
- Manage organisational and secretarial matters related to the office operations and cooperation in the team
B. Tasks
General administration and office management
- Keep up to date on procedures and rules of GIZ as well as in the context of EU co-finance and set up internal standard operating procedures (SOP)
- Guide the project team on administrative procedures / SOP to ensure activities are implemented efficiently and in accordance with rules and regulations
- Coordinating of all administrative, internal services and logistic arrangements of project activities (e.g. meetings, seminars, trainings, workshops)
- Ensure a smooth operation of the office and a safe and efficient working environment, including compliance with health and safety requirements of GIZ
- Manage office equipment supply and maintenance
- Manage travel arrangement for project personnel and partners in coordination with GIZ Country Office and support the Financial Specialist in settlement of related claims
- Organise logistics for internal and external events
- Act as a point of contact and correspondence in the project office for staff, partners, GIZ and stakeholders and coordinate further communication
- Support internal communication and knowledge management to facilitate the sharing of information
Procurement of good 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 requirement documents for payments in line with requirements
- Monitor on-going contracts and procurements including the payments, tax, obligo, and settlement
- Ensuring proper filing of required documents (e.g. contracts, reports) in GIZ systems
- Manage the project inventory in required GIZ systems (e.g. On-Site Assets)
- Manage the hand-over of goods to project partners and the required documentation in formats required by partners and commissioning parties (e.g. BAST Barang, EU formats)
- Coordinate closely with the Financial Specialist to follow up on contracts and related payments
Other tasks
- Manage formal procedures for international experts, e.g.: visa, assignment letters, and recommendation letters from the counterpart
- Assist the Principal Advisor in Human Related procedures, e.g. contract extensions, staff insurance, trainings and onboarding
- Support the GIZ internal audit process for the project
- Manage requests for and distribution of mobile phones, oversee official and private mobile phone use by project staff and process reimbursements
- Manage the use of the project vehicle including logbook, fuel consumption and overtime calculation for the driver
- Actively contribute to a positive working environment and team spirit in the project
C. Required qualifications, competences and experience
Qualifications and experience
- University degree in business administration, accounting, communication or a 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 (years) of experience in office management, accounting and administration, preferably in an international organisation
- Experience in EU funded, or co-financed projects is considered an advantage
- Experience working in partnership with Indonesian government agencies
- Knowledge of GIZ administrative procedures, e.g. Onsite Asset, 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 will be an advantage
- Pro-active, communicative and able to work efficiently in a fast-paced working environment
- Flexibility, responsibility and service orientation
Joining Date: ASAP
Direct Supervisor: Principal Advisor
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by April 19th, 2023, with subject line SAFE Admin 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)
Only short-listed candidates will be notified.
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