The Sustainable Urban Transport Improvement Project (SUTIP) is a technical cooperation project in the field of urban transport development, executed by GIZ (Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH), Ministry of National Development Planning (BAPPENAS) and the Cities of Bogor, Palembang, Surakarta as well as the DIY Yogyakarta. The objective of the project is “The Indonesian cities are increasingly able to implement an environmentally friendly and energy efficient transport system, and hence contributes to sustainable urban development”, is looking for one qualified Project Office Administrator
A. Responsibilities
The incumbent is responsible for the:
- Overall smooth, uninterrupted and thorough functioning of the library and documentation
- Collecting, preparing, recording, storing and retrieving of relevant documents and print publications
- Development of the library system according standard needs
- Overall smooth and uninterrupted functioning of the assigned area of responsibility
- Organization and co-ordination of all work mechanisms
- Daily operational execution of all affairs in the assigned area of responsibility
- Providing of administrative support to the program
- Meeting the administrative requirements of the office independently with minimum input and supervision
- Supervision of the auxiliary and administrative staff in the program office
Within this context, s/he fulfils the following tasks:
B. Tasks
Secretarial Work and Services:
- Answer, screen, forward and/or return phone calls and messages
- Manage incoming and outgoing correspondence, including faxes, e-mails, parcels and hand delivered messages ona routine basis
- Monitor responses and carry out routine correspondence, as requested
- Make photocopies and scans documents if and when required
Administration:
- Compile and organize information materials
- Label files according to GIZ filing system
- Establish and/or update index of, and data on, contact addresses, phone/fax numbers and e-mail-addresses regularl
- Assist in setting up and maintaining a filing system in office, and seeing to it that information is kept confidential, particularly in the field of personnel and finance
- Maintain and up-date the project filing system for incoming and outgoing letters, faxes, e-mails on a daily basis
- Assist in the logistical management and documentation of meetings, workshops, seminars and other project activities inside and outside the office
- Attend internal team meetings/workshops and write minutes of meetings
- Support the logistics of visitors’ programs, make travel arrangements and manage travel requirements (tickets, flight and hotel booking, transport, etc.
Clerical Services:
- Ensure the availability of necessary office supplies
- Execute small purchases of office equipment and material
- Report damages to administration, organizes and follow-up the proper maintenance an repair of office equipment
Organization and processing of library and documentation:
- Receive and register all incoming books, reports, documents, studies, project documents, and other relateddocuments (brochures, magazines, newsletters, promotion material, etc.) and be responsible for the processing ofnew books, reports,
- Stamp every new book, report, document, etc. with the office/project stamp
- Fill in the Bibliographic description on the worksheet of all of them
- Select systematically the classification and adequate keywords
- Enter the data of worksheet into the database
- Label the books
- Produce and manage classification list, a catalogue and a keyword list for literature, project documents and mediaother than books collection (Videocassette, CD, etc.) etc. and update them regularly
- Organize and manage newspapers, magazines, newsletters in the library
- Prepare and manage displaying table in the library for new incoming material, interesting new books, etc.
- Responsible for the systematic organization of the books on the shelves (by alphabet) and on the database
- Sort and tidy up the bookshelves regularly
- Prepare new information about new books, reports and other related documents and distribute them to other offices
- Support and assist by finding the required literature
- Arrange availability and purchase of compulsory books, magazine et
Collection, filing and retrieving of relevant project documents:
- Collect existing documents, receive incoming documents and acquire requested documents
- Maintain computerized registration and classification of existing documents
- Prepare and label documents
- Store documents according to classification
- Search for requested documents
- Administer the borrowing of books, reports, etc. and monitor their return
- Organize the storage of old files and old documents in the library
Procurement:
- Maintain, carry out, and responsible for local procurement (negotiates costs, orders stationary, inspects deliveryetc.), including quotation procedures, according to GIZ guidelines
- Keep database on suppliers and conducts regular search for alternatives
- Receive and check delivered materials
- Advise suppliers of defective goods delivered and arrange necessary follow-ups
- Check invoices, delivery receipts and other papers and sign them/submit them for payment
- Arrange and coordinate the safe transshipment of deliveries to the requesting project
- Inform projects of location and time of delivery
- Encode required information into the Procurement Database
- File documents with completed transactions
General Services:
- Arrange W/S equipment (ZOPP-case and material, flipchart, pin board, etc.)
- Distribute verbal notes, visitors list and up-date of GIZ-projects
C. Other Duties/Additional Tasks
- Assist in and/or carry out other project activities and any other tasks as assigned
- Undertake further job training related to his/her position and duties if required. Specific training needs shall beidentified and appropriate programs selected jointly with the GIZ Principal Advisor/Project Di
D. Required qualifications, competences and experience
Formal Education:
§ Secondary school
§ Diploma in accounting, from secretarial school or similar
Professional Experience:
§ At least 1 -3 years of work experience in a similar position
Other Qualifications:
§ Good working knowledge of modern telecommunication systems (telephone, fax, e-mail, internet and its software)
§ Good working knowledge of computer programs (e.g. MSOffice)
§ Language skills
Interested candidates should submit the comprehensive application letter to: ayu.ramanadia@giz.de by at the latest 25 November 2013.
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