The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a German international cooperation enterprise for sustainable development with worldwide operations.
As a federal enterprise, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH supports the German Government in achieving its objectives in the field of international cooperation for sustainable development. It offers demand-driven, tailor-made and effective services for sustainable development. The services delivered by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH draw on a wealth of regional and technical expertise and tried and tested management know-how. GIZ operates in more than 130 countries worldwide and works on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ) as its main commissioning party.
Regional Economic Development (RED) Programme is cooperation between the Indonesian National Planning and Development Agency (BAPPENAS) and German Federal Ministry for Economic Cooperation Development (BMZ). The program is implemented by the GIZ and strives to increase regional competitiveness through a more sustainable path to economic growth.
In an integrated approach, RED is assisting the Indonesian government at the national level, in setting up a conducive LRED framework and coherent sector programs. This serves to facilitate LRED initiatives across the country. RED is supporting its partners at the regional level in Central Java, West Kalimantan and West Nusa Tenggara (NTB) to promote selected sectors and create a better business-enabling environment, based on local needs.
RED is seeking 1 (one) qualified Indonesian candidate for the position of Programme Assistant to be based in Jakarta for the period of contract of 1 February – 31 December 2013 with possible extension until 31 December 2014.
A. Responsibilities
The programme assistant is responsible for
■ ensuring that the secretariat runs smoothly
■ performing general clerical services
■ contract management
■ assisting the event and travel management
■ assisting the Principal Advisor in case of Adminitrative Professional's absence
The programme assistant performs the following tasks:
B. Tasks
1. Secretariat work and services
The programme assistant
■ answers, reviews, forwards and/or takes calls
■ manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
■ attends internal (e.g. jour-fixe) meeting and writes minutes of meeting
■ ensures the availability of necessary office supplies and stationary
■ assists in maintaining and updating the RED filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
■ photocopies and scans documents as needed
2. Support for contract management (local consultants/consulting firm contracts, local subsidy, and financial agreement)
The programme assistant
■ in close coordination with Advisors collects Terms of Reference, CV/company profile, and offer letter/company proposal, which are necessary for contract preparation
■ for contracts below EUR 2,500:
- scans the consultants/consulting company into manual Sanction EU check
- prepares honorarium index to assist Principal Advisor/Team Leader to decide the rate of consultants/consulting company
- prepares contracts, amendments, payments, and settlement assigned by the RED Office Jakarta and checks contracts, amendments, payments and settlement assigned by RED regional offices
■ for contracts above EUR 2,500:
- prepares service requests
- coordinates with GIZ Office Jakarta to prepare contracts, amendments, and settlement assigned by the RED Office Jakarta or RED regional offices
■ in close coordination with Advisors monitors the progress of the assignments of consultant/consulting company in order to ensure that timesheet, confirmation of service, invoice, and report are available before executing the payments
■ for contracts below EUR 2,500: files and updates documents of contracts, such as original contracts, CVs, proposed budget etc. including documents from regional offices
for contracts above EUR 2,500: files according to the standard of GIZ Office Jakarta
■ prepare consultants/consulting firm's check list
3. Support for event and travel management
The programme assistant
■ assists Administrative Professional in logistical management and documentation of the meetings, workshops and seminars as required
■ assists Administrative Professional in organising administrative and logistical aspects of project activities (e.g. tickets, flight and hotel booking, transport) for staff and visitors
■ collects travel documents and calculates settlements of travel costs
■ follows up collecting air tickets bought by RED from counterparts and consultants as well as reimbursement of air tickets, if there is any
■ monitors the record of frequent flyer mileage (GFF, Lufthansa, Krisflyer, etc.) for the staff and initiate the usage of the mileage for duty trips
4. Assistance to the Principal Advisor in case of Administative Professional's absence
The programme assistant
■ organises and coordinates the schedule and appointments of Principal Advisor
■ reminds, updates and briefs the Principal Advisor on his appointments for the day
■ compiles and organises information materials and written communication for Principal Advisor and/or meetings
■ translates Indonesian letters/correspondence/memorandum into English and vice versa if necessary
5. Other duties/additional tasks
The programme assistant
■ performs other duties and tasks at the request of management
C. Required qualifications, competences and experience Qualifications
■ certificate/diploma or similar qualification from a recognised clerical college
■ BA in business administration or economics
Professional experience
■ at least 3 years' professional experience in a comparable position Other knowledge, additional competences
■ good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
■ very good knowledge of the English language in spoken and written form
■ very good written and oral knowledge of the English language, knowledge of German language would be an advantage
■ willingness to upskill as required by the tasks to be performed - corresponding measures are agreed with management
• Interested candidate should submit the application letter, CV with latest photograph and list of references to Mr. Frank Tibitanzl at jakarta@red.or.id. The closing date to submit the application letter is on Wednesday, 23 January 2013.
• Only short-listed candidates will be notified for interviews -
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