GIZ Indonesia for the Sustainability and Value Added in Agricultural Supply Chains (SASCI+) Project: Administrative Specialist

 

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 global program “Sustainability and Value Added in Agricultural Supply Chains” is part of the special initiative “Transformation of Agricultural and Food Systems”. On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), the program promotes the sustainability of selected agricultural supply chains in partner countries. In Indonesia, the project focuses on natural rubber, palm oil, cocoa and coffee in several regions of the country. SASCI+ is implemented together with the Indonesian Ministry of Agriculture, the political partner of the project and in close cooperation with the bilateral GIZ portfolio related to agriculture and forestry. 

To support the implementation and ensure the smooth process for administration, contract and procurement matters in Jakarta, 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 rules & 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
• Maintain good communication and flow of information about administrative issues within the project and with the GIZ Country Office Indonesia  

B.    Tasks

General administration and office management

• Keep up to date on procedures and rules of GIZ 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 

Additional 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

• 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 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 

 Duty Station: Jakarta
Joining Date: as soon as possible
Direct Supervisor: Principal Advisor SASCI+ 

Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by June 29^th, 2023 with subject line SASCI+ AS 2023 

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.