[DevJobsIndo][GIZ Job Vacancy Notice] LCORE – Office Manager (OM)

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is the German International Cooperation implementing sustainable development on behalf of the German Government.

GIZ has a record of more than 20 years of involvement in renewable
energy (RE) in Indonesia. Starting from rural electrification and mini
hydro-power, the portfolio expanded to other renewable energies and larger grid
connected systems such as biomass and photovoltaic.
GIZ in cooperation with the “Directorate General for New and Renewable
Energies and Energy Conservation (DG NREEC)“ is presently implementing the
project “Promotion of Least-cost renewable in Indonesia”. The project aims at
strengthening the Indonesian renewable energy market. Further information can
be found on the following website:
www.lcore-indo.co.id
 
We are
currently looking for an:
 
Office Manager
 
Responsibilities
The main responsibilities include, but are not limited to:
  • Maintaining of an
    overall good flow of operation, communication and information;
  • Assisting  the
    Principal Advisor in communication and arrangements;
  • Assisting technical
    staff in communication with stakeholders and in the implementation of project
    activities;
  • Handling the petty cash for the LCORE project
    including
    the
    administration of cash payments;
  • Handling procurement
    of goods and services in the project;
  • Filing documents in line with GIZ’s filing rules;
 
Task
1.     
Office Management
  • Manage the calendar of the Principal Advisor and
    support him/her in internal and external communication, including drafting
    letters;
  • Answer, screen, forward, and or return phone
    calls and messages;
  • Manage incoming and outgoing correspondence, including

    faxes, e-mails, parcels and hand-delivered messages on a routine basis;

  • Support in communication with relevant
    stakeholders (including partner organizations);
  • Support and assist seconded experts in fulfilling
    their tasks during  their
    assignment, including preparing and or extending working permits, official
    visa and other required legal documents;
  • Support the preparation of visitors’ program,
    make travel arrangements and organize travel arrangements and travel
    requirements (hotel, flight, transportation etc.);
  • Organize and coordinate the work of supporting
    staff.
 
2.     
Event Management
  • Assist the logistical management and
    documentation of meetings, workshops, seminars and other project
    activities inside and outside the office;
  • Coordinate equipment etc. required for meetings
    with the responsible technical person;
  • Coordinate with the Energy Programme Team
    regarding common events and shared activities;
  • Manage the logistical aspects of international
    delegations.
 
3.     
Administration
  • Execute cash
    payments to vendors and collecting/preparing proper receipts and arrange
    monthly payments such as telephone, official mobile phones, internet, and
    other fees of the LCORE Project;
  • Maintain the
    e-Cash book, including regular transactions entry and monitoring the daily
    cash flow record;
  • Compile and
    prepare travel documents for travel settlements;
  • Update the filing system daily with incoming and
    outgoing correspondence;
  • Maintain the inventory list for the project
    office in the Onsite Asset software;
  • Monitor and calculate overtime of the supporting
    staff;
  • Monitor project vehicle log book, e.g. checking
    gasoline usage;
  • Assist in administrative processes of the project
    as specified by the superior.
 
4.     
Contracts, Procurement and Events in the project
  • Procure daily office supplies and equipment and
    keep the procurement file;
  • Prepare
    contracts for appraisers and consultants and keep the contract file;
  • Prepare service
    contracts for events with hotels and keep the event file;
  • Coordinate contracts, procurement and events
    above 2,500 Euro with the GIZ Office.
 
Required qualifications, competences and experience
  • At least diploma degree in office
    management/administration or similar area;
  • At least 5 years’ professional experience in a
    comparable position;
  • Ideally working experience with Indonesian Ministries,
    especially the Ministry of Energy;
  • Having working experience with GIZ will be an
    advantage;
  • Good working knowledge of ITC technologies (related
    software, phone, fax, email, the internet) and computer applications (e.g. MS
    Office Excel and Word);
  • Excellent language
    skills in writing and speaking in Bahasa Indonesia and English
    . Proficiency in German will be ideally;
  • Proactive communicator, good management and
    organisational skills.
 
Duty
Station:
Jakarta
Expected
Joining Date:
1 November 2015
Direct Supervisor: Principal Advisor
 
Interested candidates should
submit the application letter, CV with latest photograph and list of
references (max. 300 kb), addressed to 
[email protected] with
email subject: LCORE – Office Manager (OM) The closing date to submit
the application letter is on 18 October 2015.
 
Only short-listed candidates will be notified for interviews
0084644
Visit Today : 43
This Month : 4846
Hits Today : 830
Total Hits : 313974
Who's Online : 12
Visit Us On FacebookVisit Us On TwitterVisit Us On YoutubeVisit Us On Instagram