Selasa, 14 Oktober 2014

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

§  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

§  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

§  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
§  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 before 24th October 2014.  Please indicate your application by putting the following code in the subject line: JAP-WA4

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