Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH

The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is a German international cooperation enterprise for sustainable development with worldwide operations. PAKLIM, a Program advising and supporting the national government, local governments and industries with climate change mitigation and adaptation initiatives.  PAKLIM seeks qualified Indonesian candidates for

Contract & Procurement Professional

A.      Responsibilities:

• Provides administrative services to the PAKLIM program
• Provides contract services to the PAKLIM program
• Provides procurement services to the PAKLIM program
• Assists event and domestic flight ticket services to the PAKLIM program
• Meets the administrative requirements of the office independently with minimum input and supervision
• Supervises and ensures that above mentioned responsibilities are met in the whole program (incl. other working areas)

 

B.       Tasks

Co-ordination

• Manages the procurement in PAKLIM KLH office in coordination with other parties
• Manages the contract in PAKLIM program in coordination with work areas
• Manages the venue of PAKLIM events and handles the arrangement in coordination with hotel
• Assists in planning, coordination and organizing work mechanisms and the work of supporting staff
• Manages and ensures sufficient vouchers are generated for any GIZ events including quotation, prices comparation and other related documents for amount below EUR 2.500

Contract

• Prepares and processes contracts up to EUR 2.500 for PAKLIM Management
• Supports and processes contracts in Work Areas 2 & 3
• Supports and processes contracts above EUR 2.500 for PAKLIM program via GOJ
• Maintains the coordination and communication with GIZ Office Jakarta for contract matters
• Shows good communication with consultant and GIZ team leader during planning & processing of the consultant’s contract
• Monitors the contract implementation, computation of all payments including advances, file documents of completed assignment
• Monitors the payment of consultants and communicate it to GOJ (incl. tax deduction)
• Manages and ensures sufficient supporting documents are filed

§  Ensures that administrative procedures in the project office comply with guidelines from GIZ office Jakarta

Procurement

• Arranges and processes the procurement up to EUR 2.500 for PAKLIM Management
• Supports and processes the procurement up to EUR 2.500 for PAKLIM Work Area 2 & 3
• Supports and processes the procurement above EUR 2.500 for PAKLIM program via GOJ
• Ensures that the request and procedure comply to O&R
• Makes a good communication to vendors and office managers of working areas in the planning & processing of the procurement matters
• Monitors the availability of supplies / inventory and perform procurement-related activities (stationary and other materials)  in alignment with the GIZ regulations and consent of the Principal Advisor
• Supports for monitoring of the procurement’s payment and settlement
• Manages and ensures the sufficient supporting documents are filed

§  Ensures that administrative procedures in the project office comply with guidelines from GIZ office Jakarta

Event

• Arranges the event up to 2.500 EUR for PAKLIM Management
• Supports and processes events up to EUR 2.500 for PAKLIM Work Area 2 & 3
• Support and processes events for PAKLIM program above EUR 2.500 via GOJ
• Monitors the event’s payment and settlement through GOJ
• Manage and ensure sufficient supporting documents are filed

Inventory

• Manage PAKLIM inventory
• Update the data of “OnSite Asset” according to the current inventory

Administration

• Responsible for the filing system management as per GIZ Standard

C.      Required qualifications, competences and experience

Formal Education:

• University degree or formal professional certificate/ diploma in Management/Law or other relevant field.

Professional experience

• At least 3 - 5 years of professional working experience in a similar position

Other knowledge, additional competences:

• Excellent command of MS – Office
• Fluent language skills in English

• good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management 

 

Duty Station: Jakarta

Interested candidate should submit the application letter, CV and list of references (maximum 300 kb) to recruitment@paklim.org before 28^th October 2014.  Please indicate your application by putting the following code in the subject line: CPP