GIZ Indonesia for The Forests and Climate Change Program (FORCLIME): Personal Assistant to Principal Advisor

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 Forests and Climate Change Program (FORCLIME) in cooperation with the sectoral Program Sustainable Agricultural Value Chains and Standards supports the Government of Indonesia in their endeavor to mitigate the effects of climate change through forestry sector reform and biodiversity conservation and as a new intervention area on the establishment of sustainable agricultural value chains to reduce deforestation, caused by agricultural commodities. Pilot activities are being supported in the district of Kapuas Hulu, where a jurisdictional sustainable value chain initiative has been initiated by the district government. The initiative is supported by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ (German International Cooperation) with the district government and the Indonesian Ministry of Forestry as the current Programme Executing Agency.

The Programme's overall objective is to improve forest protection while enhancing the livelihoods of rural communities and establish verifiable agricultural value chains from sustainable production in Kapuas Hulu up to the final export market. To achieve this goal, the Programm team assists the Indonesian  Government  in  designing  and  implementing  legal, policy  and  institutional  reforms  for  the conservation  of forests and the development of sustainable agricultural value chains, at local, provincial and national level. The support for sustainable agricultural practices and the traceability along the value chains towards the European markets are a new feature of the Programme, providing decision-makers with valuable experience of i.e. how the ISPO process could be implemented "on the ground".

We seek a qualified Indonesian candidate for:

Personal Assistant to Principal Advisor

A.   Responsibilities

• Support and provide administrative services for the Principal Advisor and anything related to the tasks of the Principal Advisor.
• Assists in Knowledge Management services for the Program, specifically in setting up the FORCLIME Document Management System (DMS) and electronic filing system in line with GIZ’s filing rules and social media
• Supports the external relations of the project, especially in electronic communication, social media and the internet

  

The technical professional performs the following tasks:

B.    Tasks

1.. Office Coordination and Management

• In cooperation with the Office Manager supports the Principal Advisor in planning, updating and monitoring of Program activities.
• Circulate any information from the Principal Advisor to team.
• Prepares meetings for the Principal Advisor (PowerPoint presentation or translation).
• Assists administrative and logistical arrangements for FORCLIME events, where necessary
• Interprets during meetings, where necessary
• Independently organizes and coordinates the schedule of the Principal Advisor and appointments of visitors from GIZ Headquarters and other visitors, where necessary 
• Supports the communication with counterparts on national and local level in regard to requests and support letters

 

2. Knowledge Management

• Support Knowledge Management Officer to set up FORCLIME’s social media presence and assist with the website management and act as the deputy when KMO is absent for publishing on the web site
• Ensuring the information flow from Program Director/Partner/Country Office to the relevant projects staff
• Ensures the implementation of quality in line (QiL) in the project related to administrative responsibilities of Program Director in coordination with Office Manager and Financial Manager
• Under the supervision of the office manager and IKM officer manages documents of the FORCLIME internal server and GIZ DMS and treats information confidentially, specifically in the areas of financial matters.

 

3. Secretariat Work and Administration

• Arranges appointments and meetings and manages the personal agenda of the Principal Advisor by granting access to the email of the Principal Advisor and reply email internally
• Prepares correspondence and documentation in German, English and Indonesian, including translation if required, and formulate replies independently after consultation with the Principal Advisor
• Prepares information, materials and other support, including research on project related topics for events or activities on behalf of the Principal Advisor.   
• Participates in internal and external (team) meetings and workshops and assists with documenting these, e.g. by taking minutes
• Prepares and follows up on official travels of the Principal Advisor including travel claim
• Makes travel and hotel arrangements for the Principal Advisor
• Updates and briefs the Principal Advisor on his appointments for the week and with coordination with the office manager manages the FORCLIME outlook calendar.
• Makes print-outs, photocopies and scans documents if and when required
• ·Assists in administrative processes of the project as needed and agreed with the Office Manager

 

4. Other duties/additional tasks

• Performs other duties and tasks at the request of the superior
• Contributes actively to a good working climate and team working within the project

C.    Required qualifications, competences and experience

Qualifications

·         University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)

Professional experience

• At least 5 years’ professional experience in a comparable position;

Other knowledge, additional competences

• Very good knowledge in German and English is a MUST
• Very good working knowledge of IT technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• Experience in the use of social media and internet
• Broad experience of office management and administration
• General overview and interest for forestry and climate change issues
• Willingness to acquire new knowledge as required by the tasks to be performed – corresponding measures are agreed with the Principal Advisor

 
Duty Station: Jakarta
Joining Date: a.s.a.p.
Direct Supervisor:   Principal Advisor of FORCLIME project

                                    

Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on November 7^th, 2018.

Please indicate your application by putting the following code in the subject line: FORCLIME – PA

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