GIZ Indonesia for the Sustainability and Value Added in Agricultural Supply Chains (SASCI+) Project: Junior 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” and the Global “Fund to Promote Innovations in Agriculture and Nutrition” (i4Ag) are 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 programs promote sustainability of selected agricultural supply chains in partner countries.

The project “Sustainability and Value Added in Agricultural Supply Chains in Indonesia” (SASCI+) addresses these challenges in the natural rubber, palm oil, cocoa, and coffee supply chains in selected provinces and districts of Indonesia. SASCI+ follows a jurisdictional approach to align relevant stakeholders on shared objectives for sustainable production as a means for long-term market access and security of supply.

With additional resources from the Swiss State Secretariat for Economic Affairs (SECO) through the Sustainable Landscape Program Indonesia (SLPI), SASCI+ supports the Sustainable Landscape Initiative in Kutai Timur, East Kalimantan (Sustain Kutim). Building on sustainability progress made in East Kutai District, Sustain Kutim aims to facilitate the sustainability transformation of palm oil and rubber production in the district. GIZ’s contribution to Sustain Kutim is planned for three years and comprises the following outputs:

• Foundational elements: Kutai Timur District Government manages a functioning multi-stakeholder platform, representing the interests of local communities, smallholders, workers, and businesses, financiers, and civil society organizations active in the supply chains of palm oil and natural rubber.
• Tenurial and operational legalities:  The strengthened tenurial and operational legalities of local communities and smallholders improve business certainty for primary producers and incentivize sustainable land use in the priority sub-districts.
• Sustainable production: Smallholders and companies in the priority sub-districts implement sustainable practices.

The project is recruiting one (1) motivated and qualified Indonesian candidate to support the SASCI+ team in East Kutai, East Kalimantan for:  

Junior Administrative Specialist 

 

A.    Responsibilities 

·         Contribute to smooth handling of administration and financial management matters related to the project activities in East Kutai, East Kalimantan

·         Assist Administration and Financial Officer of Samarinda Office in ensuring that financial administration and administrative procedures in the Sangatta office (including field office in Bengalon & Rantau Pulung) are properly implemented in accordance with GIZ standards.

·         Support the Administration and Financial Officer of Samarinda office in communication with the Offices in Jakarta on all administrative and financial matters.

·         Follow and communicate rules and procedures of GIZ to team members and project partners.

·         Support the GIZ Team in organizational matters where needed. 

B.    Tasks 

1. Financial administration, Procurement and Contract

·         Support the monitoring of income and expenditure, and monthly cash reconciliation.

·         Collecting and preparing proper receipts for bookkeeping, calculations, indicating its cost classification, and recording it into Winpacss cash on a daily basis

·         Ensure the completeness of supporting documents and verifying vouchers, incl. materially correctness for bank transactions (‘Maker’) to be released by the Samarinda office

·         Prepare procurement for service and goods with value up to EUR 2.500 in coordination with the requesting officer and administrative in Samarinda and in compliance with GIZ PnR

·         Support on administrative and financial handling of service provision contracts and the procurement of goods

·         Following up third party receivable and monthly Error Sheet in Sangatta office based on project and office journal.

·         Checking incoming invoices

·         Settling advances for all travel and event-related matters in Sangatta & Field Office ( Bengalon & Rantau Pulung)

·         Operating the petty cash for the Sangatta Office, including maintaining cash book 

·         Arranging monthly payments such us office operational (internet, mailing cost and other fee)

·         Calculating mobile phone use between official and private use, as well as processing the reimbursement

 

2. Secretarial work and support services

·         Assist in preparation of information, materials and other support to events or activities on behalf of the technical staff

·         Supporting with correspondence and facilitating the internal distribution of letters including recording of incoming and outgoing letters

·         Monitoring the logbook of the vehicle

·         Keeping track of and filing all asset related matters in Sangatta office

 

3. Events and travel management

·         Support project activities in arranging event-related matters such as hotel reservation (meeting room / room accommodation) in Sangatta & field office (Bengalon & Rantau Pulung)

·         Support project activities in arranging travel for staff in Field office (Sangatta, Bengalon, Rantau Pulung) such as booking tickets, flights, hotel reservation, transport, etc. for domestic travel in coordination with the Samarinda & Jakarta Office

·         Following up third party receivables for all travel & event-related matters, such as refunding air ticket, hotel payments, etc. based on project and office journal

·         Monitoring the Millage (GFF, etc.)

·         Supporting the settlement of advance payments for events and travel (RKA) for staffs and partners in East Kalimantan

 C.    Required qualifications, competences and experience 

·         Bachelor’s degree in business administration, accounting or financial management

·         At least 3 years of professional experience in administration and bookkeeping, accounting or finance management

·         Experience in providing organizational support in international development cooperation projects.

·         Good working knowledge of ITC technologies (related software, email, the internet) and computer applications (e.g. MS Office)

·         Fluency in written and spoken English 

          Other knowledge, additional competences

·         Knowledge of GIZ procedures and rules related to financial management and accounting

·         Willingness to acquire new knowledge as required by the tasks to be performed

·         Pro-active attitude, flexibility and service orientation in a fast-paced working environment 

Duty Station: Sangatta, East Kalimantan
Joining Date: As soon as possible
Direct Supervisor: Senior Advisor

Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by September 21^st, 2023 with subject line SASCI+ JAS (Sangatta) 

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.