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.  Our Work Area 4 in Climate Education and Awareness, is looking for

Junior Administrative Professional

A.       Responsibilities

The junior administrative professional is responsible for

§  Ensuring that the office runs smoothly

§  Maintaining office service and efficiency of office records

§  Daily operational performance of all administrative tasks for Work Area 4

 

B.     Tasks

Administration

§  Filing documents in reference files, in DMS in line with GIZ’s filing rules and in PFS (Project File Station)

§  Assist in documentation for internal and external meetings

§  Compiles and monitors annual and sick leave records of the staff on Work Area 4 to be reported to HR manager every 3 months

§  Coordinates and organises rooms for meetings

§  Coordinates equipment etc. required for meetings with the responsible person

§  Updates the contact database regularly

Travel Event

§  Responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)

§  Responsible for preparing and organising administrative and logistical (venue, travel, hotel and flight) aspects of programme activities (trainings, meetings, workshops, etc.)

§  Travel arrangement for project staff, counterpart and consultant in the project

Procurement & Inventory

§  Purchases office equipment and supplies within defined limits

§  Procures material and equipment locally, monitor markets and processes orders in accordance with GIZ regulations

§  Maintains the inventory list for Work Area 4 with OnSite asset

Contract

§  Supports the preparation of contracts for local and international consultants together with the technical PIC/TL (ToR, CV, Offer, etc.) and guarantees a smooth process through IMS and GOJ

Finance

§  Collects and prepares proper receipts

§  Supports preparing programme budget and monitoring

§  Handles Medical Reimbursement of NP’s in Work Area 4

General Tasks

§  Ensures good hospitality for visitors and pleasant work environment for team members

§  Interprets and translates if required

§  Performs other duties and tasks at the request of management

C.      Required qualifications, skills, competences and experience

Qualifications

§  Diploma degree in office management/administration or similar area

Professional experience

§  At least 2 years’ professional experience in a comparable position

Essential skills, additional competences and other knowledge

§  Able to work on own initiative and with limited supervision as well as accepting close supervision if needed.

§  Good working knowledge of IT technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office)

§  Indonesian native speaker, good English skills (written and spoken) and German is an advantage

Duty Station : Jakarta

Interested candidate should submit the application letter, CV and list of references to recruitment@paklim.org before 24th October 2014.  Please indicate your application by putting the following code in the subject line: JAP-WA4