Senin, 27 April 2015

Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ)

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

Administrative Professional

A.     Responsibilities
1.   Supports the Head of Internal Management Service (HoIMS) in the program:
o  In administrative systems, procedures and policies and monitoring administrative projects.
o  In monitoring internal function, e.g. accounting, administrative work flow, office management, event, contract, procurement of goods and services, inventory, knowledge management system, communication (PR), IT, Liaise with partners, Visa Arrangement.
o  Oversee administrative functions as well as facilities
2.   Acts as Focal point in the program for management, staff and GOJ for the following HR issues:
o  Recruitment of NP, NP contracts, capacity development measures, HR procedures, NP policies
o  Advising the management (especially the principle advisor) on HR policy
o  Coordinating tasks in the HR management

B.     Tasks
1.   Administration
o  Provides administrative and executive support to HoIMS and ensure sensitive and confidential handling of all routine and complex enquiries
o  Support the HoIMS of the program on following tasks:
·      Quality management of financial and administrative processes also in close cooperation with other professionals of the program
·      Monitoring of relevant internal processes in the project
·      Preparing reports to the main counterpart (e.g. actual expenses, and asset handing over)
·      Preparing monthly budget plan for IMS
·      Preparation for audits of the project
·      Implementation of internal procedures based on O+R
·      Preparing / maintaining / monitoring of
-     communication materials, proposals and presentation materials of PAKLIM
-     the progress report of the program’s activity to the main counterpart on quarterly basis
-     the filing in PFS/DMS and hardcopy in line with the filing-plan of GIZ for project files.
-     facilities used by the program

2.   Human resources
o  Evaluates applications, prepares shortlists, organizes interviews, notify applicants, documents the selection process, provides information to the management about hiring conditions for NP, maintains available HR systems and introduces new staff to the project members.
o  Ensures smooth payroll function (salary splitting, severance, bonus, div. allowances)
o  Keeps up-to-date records / data sheets of all staff related issues (capacity development measures, leave schedule (annual and sick), Development workers (EH), etc.)
o  Prepares NP budget plans/estimation
o  Maintains HR Information System (online recruitment, staff database & contract, medical, leave, training and employee self-service modules)together with IT Professional
o  Plans and organises team building measures

General Tasks
Performs other duties and tasks according to the requirements of the management

Other duties/additional tasks
o   Performs financial and administrative duties as required
o   Deputizes the HoIMS in the program during leave on all administrative matters

C.     Required qualifications, competences and experience
o  Master Degree in Business Administration, finance and accounting, HR or equivalent professional qualification

Professional experience
o  Minimum 10 years experiences in related fields in NGOs and/or International Agencies     
o  Work experience in GIZ would be an asset

Other knowledge, additional competences
o  High team spirit, excellent people skills, ability to work under pressure
o  Familiar with HR procedures
o  Good knowledge of national labour law
o  Excellent communication skill
o  Excellent English. (Written Skill/ reading/ spoken) German language skills would be an asset
o  Very good office software knowledge (MS Office, Excel preferably in advanced stage)
o  Demonstrated interpersonal skills including diplomacy and tact
o  Ability to set priorities and manage time effectively
o  Ability to use own initiative, common sense and act quickly on issues

Interested candidate should submit the application letter, CV and list of references latest on May 3, 2015.  Please indicate your application by putting the following code in the subject line: AP-PAKLIM

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