The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German international cooperation enterprise for sustainable development with worldwide operations.
Indonesia has played an important role in various international stage. As an active member of the G20, the Global Partnership for Effective Development Cooperation (GPEDC) and the High-Level Panel on the Global Development Framework beyond 2015, the country has taken responsibility in shaping global policies. Considering that Germany and Indonesia haveengaged in global fora and also have a long standing partnership in development areas, both countries shall continue to join forces to achieve their shared interests. The network of global development partners is one vehicle where responsibilities and knowledge can be shared between the relevant partners.
In this regard, Indonesia has a long tradition of South-South Cooperation. The National Medium-Term Development Plan (RPJMN) 2010-2014 has identified the need to strengthenSouth-South and Triangular Cooperation (SSTC) of Indonesia by consolidating the institutional aspect, including coordinations among the related institutions. Indonesia is currently working on the process to reform the governmental structures and procedures of SSTC. This process will be continued under the RPJMN 2015-2019, a national plan that supports Indonesia’s role inSSTC.
To further improve the coordination and also to develop binding standards for the related institutions in implementing their programs in SSTC, a National Coordination Team (NCT) has been established. This team comprises the Ministry of National Development Planning (Kementerian Perencanaan Pembangunan Nasional/Bappenas), the Ministry of Foreign Affairs (Kementerian Luar Negeri), the Ministry of Finance (Kementerian Keuangan) and the Ministry of State Secretariat (Kementerian Sekretariat Negara).
Objective
The objective of this Project is to strengthen the capacity of the responsible institutions in international cooperation. Hence these institutions can effectively fulfil their role as a regional and global development partner.
Scope of the Project
The project will work in three areas, namely:
- Area 1: Strengthening capacities for South-South and Triangular Cooperation of the National Coordination Team for SSTC (planning, coordination of implementation, andmonitoring).
- Area 2: Supporting Indonesian line ministries and/or agencies to identify, develop and implement jointly with Germany triangular projects with related agencies in Myanmar .
- Area 3: Establishing a dialogue process in selected thematic core areas/topics of international cooperation of the Ministry of National Development Planning/Bappenasand other ministries/agencies including institutions from the public sector, research and civil society.
The Project is seeking 1 (one) qualified
ADMINISTRATIVE PROFESSIONAL
- ResponsibilitiesThe Administrative professional is responsible for
- ensuring that financial administration functions well in accordance with GIZ standard procedures
- cash payments and deposits at the bank
- financial planning, monitoring and accounting for the project
- managing the schedule, appointments and deadlines of the Principal Advisor (PA)
- directly communicating with GIZ office, GIZ headquarter, counterparts and the private sectors
- managing knowledge by disseminating and documenting know-how, experience and information (e.g. DMS)
- Visa matters of seconded experts, short term experts and support in HR matters of the project
- Supporting the PA in the development of Impact Monitoring System of the Project
- Supporting the PA in the use of capacity work instruments
- purchasing materials and equipment for the Project in accordance with GIZ rules and conditions
- implementing standards and guidelines for GIZ communication work described in the “Recommendations for communication by GIZ Offices’
- cooperating and participating in the corporate communication network, e.g. participating in corporate communication workshops
- coordinating cooperation with external communication service providers (e.g. appraisers, agencies, photographers, trainers, copywriters)
The administrative professional performs the following tasks:
B. Tasks- Financial services
- Managing the finance of the project in accordance with GIZ rules and regulations, including making sure FiMo is correct
- monitors income, expenditure and the monthly bank reconciliation
- manages the processing of letters of credit
- monitors real accounts (payables, receivables) and reports regularly to the officer responsible for the contract and cooperation and the accounting manager
- reports all problems with financial administration and compliance without delay
- filing in accordance with GIZ rules
- checks the vouchers and receipts submitted by the projects/programmes for completeness and allocation to cost units and categories, and corrects these where necessary
- advises on financial aspects of projects
- carries out internal controls in accordance with GIZ’s internal controlling manual
- supports the PA in Human Resources Management and Development
- supporting the PA in regard to all HR questions, specifically recruitment, contract issues
- in coordination with PA pre-selects and gives a short-list of candidates, including short and long term experts, based on requirements and Terms of Reference
- organizes/assists in selection procedure according to the procedures agreed on by the RE Coordinator
- organizes new staff introduction
- prepares the contract requests for candidates, including short and long term experts, in close coordination with the HR section of GIZ Office Jakarta as requested by the PA
- manages the recommendation as well as evaluation of the seconded experts (related to stay permit)
- initiates the prolongation of staying permit/visa/passports of PA and experts and accompanies relevant processes in GIZ office Jakarta
- coordinates the sponsor letters (supporting document for visa application) for the international consultants
- procures materials and equipment locally, issues invitations to tender and processes orders in accordance with GIZ regulations
- accepts goods and ensures that the receipt is documented and goods received checked appropriately
- enters purchase requisitions and confirmation of receipt of goods through ‘Beschaffung Online’ for procurement through Head Office
- processes complaints
- checks goods invoices, goods inwards receipts and other (delivery) papers and payment instruction
- documents and files properly completed orders
- creates and updates a national media file
- writes and sends out press releases in close coordination with the PA, if required
- compiles information materials for the media (basic material and for specific occasions) relevant for the project
- (further) develops suitable communication instruments for PR of the project (e.g. fact sheets, advertising material, PowerPoint presentations, newsletters), if required
- manages the necessary coordination processes and the production of publications and materials in accordance with GIZ standards (corporate design, standards for content)
- consults with the Corporate Communications Unit on articles for the GIZ staff newsletter ‘intern’ and GIZ News on the intranet, and provides editorial input on practical examples and other texts for GIZ media in close cooperation with the PA, if required
- develops and maintains contact with all important stakeholders
- provides technical assistance to local and international experts
- ensures knowledge management, collects, processes and distributes relevant information
- cooperating and participating in the corporate communication network, e.g. participating in corporate communication workshops
- prepares monthly and annual budgets and monitors deviations
- carries out accounting tasks using WINPACCS accounting software and prepares monthly end-of-period accounts and bank reconciliation vouchers
- submits the end-of-month accounts from the project accounting, cash books and account balance vouchers (through or from WINPACCS) to the officer responsible for the contract and cooperation and forwards them to GIZ Head Office
- routinely monitors costs using GIZ AMS software in accordance with project requirements
- prepares quarterly/annually analyses of expenditure compared to total project budget (budget monitoring)
- prepares financial contributions
- assists with the transfer of funds to projects
- coordinates schedules and appointments of the PA
- prepares, compiles and organizes information material and statistics for the PA
- answers, screens, forwards and/or returns phone calls and messages
- organizes and arranges internal meetings and meetings with stakeholders
- Taking over travel arrangements, including flights hotel and local transportation for the PA and other staffs in the office if required
- ensures that information is exchanged between project staff, partners and other institutions
- Assists in the logistical management and documentation of meetings, workshops, seminars and other project activities inside and outside the office
- Attends internal team meetings or workshops and write minutes of meetings, if required
- Supports and assists project experts and short-term consultants in fulfilling their tasks during their assignment
- Supports the preparation of visitors’ programs, make travel arrangements and organize travel requirements (transportation, hotel booking, etc.)
- is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
- is coordinating documentation and filing in the office, especially regarding the communication of the PA
- is keeping updated about relevant GIZ regulations and possible changes and inform these to the PA and the team
- performs other duties and tasks at the request of management
C. Required qualifications, competences and experience
Qualifications
- BA in accounting and auditing or similar area
Professional experience
- at least 7 years’ professional experience in a comparable position in area of finance
- at least 7 years’ professional experience of management and administration
- Solid experience in the field of communication (media and PR work, internal communication or similar)
Other knowledge, additional competences
- in-depth knowledge of accounting software
- good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
- confidential handling of data and information
- very good knowledge of English, ideally knowledge of German
- willingness to up skill as required by the tasks to be performed –corresponding measures are agreed with management
- Good knowledge of GIZ rules and regulations
- ability to express oneself well both verbally and in writing; polished, target-group oriented style
- experience in project and/or event management
- editorial experience, experience in writing articles and press releases
Duty Station: Jakarta
Assignment : starting March2015
Kindly send your comprehensive resume and salary expectation to recruitment-indonesia@giz.de with SSTC-AP code as email subject by 07 March 2015
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