GIZ Indonesia for the Electrification through Renewable Energy (ELREN) Project: Office Assistant

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German implementing organization which provides services worldwide in the field of international cooperation for sustainable development. GIZ has years involvement in the area of renewable energy in Indonesia.

GIZ is currently implementing a project, funded by the German Federal Ministry for the Economic Cooperation and Development (BMZ), called “Electrification through Renewable Energy” or ELREN. The project aims to institutionalize the knowledge about using renewable energy (photovoltaic) for off-grid electrification in Indonesia.

The project is active at different intervention levels. It provides advisory support on capacity development for the Directorate-General of New Renewable Energy and Energy Conservation (DJEBTKE) and other relevant players on off-grid electrification using renewable energy in Indonesia.

The advisory supports on the capacity development covers the following fields of activities:

1. Field of activity 1: Standard for Quality and Scope of Services

Advisory support to Directorate General of New Renewable Energy and Energy Conservation (DJEBTKE) for defining standards for the quality and scope of performance for off-grid electrification programmes.

2. Field of Activity 2: Monitoring & Evaluation  

Advisory support to DJEBTKE for developing sustainable monitoring and evaluation of the installed renewable energy system at the off-grid rural electrification areas, gaining the insight or lesson learned from this measure and made them available for other relevant ministries. Furthermore, the project provides advisory for maintaining an updated database of installed system using renewable energy and shared it to other relevant ministries.

3. Field of Activity 3: Coordination Platform   

Advisory support to DJETBKE for establishing a coordination platform of rural electrification programs using renewable energy, called “SOLID – Solusi Listrik Desa”. This platform is a hub for knowledge sharing on lessons learned, best practices, updated data and information from key players involved in rural electrification. The platform should serve also as advisory or think thank about coordinated planning, implementation and monitoring of rural electrification program measures taken by different organizations.

4. Field of Activity 4: Strengthening Private Sector Engagement

Advisory to national and local key players on how to establish and maintain local functional service and maintenance structures for off grid electrification in three provinces through building up the capacity of human resources and institutions locally.

We are seeking one qualified Indonesian candidate for the following position:

Office Assistant

A.    Responsibilities

The incumbent will perform the scope of the following tasks, but is not limited to:

0. Provide and perform meeting services
1. Handle and overview of meeting room booking
2. Maintain and controlling the cleanness and tidiness of meeting rooms and storage
3. Responsible for the successful operation and administration of the internal meeting
4. Ensuring that all meeting activities are carried out professionally to standards and at the highest level of service
5. Responsible for coordinating the delivery of all food, catering and beverages
6. Liaise with vendors for uploading and unloading
7. Supervising the vendor’s work after office hours and/or on the weekends for event

B.    Tasks

1.    Meeting Services

8. Maintain and overview of all meeting rooms including its furniture, carpets and windows
9. Sets up and prepares the meeting rooms one day before the event/meeting
10. Control and maintain meeting equipment such as, cutlery, glassware, plates, etc.
11. Maintain and set up meeting equipment such as; LCD, Laptop, Screen, Audio, etc.
12. Provides beverages and snacks, e.g. serves coffee, tea and refreshments for meeting participants, guests and visitors
13. Ensure that meeting equipment are provided and usable
14. Purchase of coffee break items for the meeting including lunch boxes
15. Prepare, set up and control signage for all meeting

2.    Administration

• Purchase and overview of groceries for the office supply such as: coffee, tea, sugar, water, etc..
• Monthly report to the Manager and maintains the groceries stock
• Maintain storage system for meeting equipment and supplies and other storage
• Completing and prepare documents for all purchase to be reported to the PIC

3.    General tasks

• perform work related errands as requested if and when required
• reports damage to office areas and equipment
• organises and monitors maintenance and repair

C.    Required qualifications, competences and experience

Formal Education

• High School diploma, SMK or equivalent;

Professional Experience

• At least 3-5 years’ work experience in same field or a comparable position with references;

Other Qualifications
·         Good working knowledge of modern telecommunication systems (telephone, fax, e-mail and internet);
·         Sufficient knowledge in English;
·         Ability to work in an international team and under pressure;

·         Basic knowledge of service standards, guest relations, food and beverage preparations as well as etiquette;

·         Reliability and good organisational skills, appropriate appearance and clothing;

Duty Station: Jakarta

Expect to join: a.s.a..p.

Direct Report: Principal Advisor of ELREN

Please submit your motivation letter and comprehensive resume (including latest photograph and list of references) to recruitment-indo@giz.de by September 27^th, 2019 with subject line ELREN – OA.

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