The Federal Foreign Office
of the Federal Republic of Germany supports the process of regional integration
in the ASEAN region with a capacity development project that is aimed at
strengthening the ASEAN Secretariat (ASEC). It has entrusted GIZ – Deutsche Gesellschaft für Internationale
Zusammenarbeit (GIZ) GmbH, Germany with the implementation of this project. In
accordance with the project’s objective of ‘strengthening the institutional capacity and outreach of the ASEAN
Secretariat’, the project supports the ASEC in institution and
capacity development under the components of: a) Strengthening ASEC’s Key Functional Units organisational structure and operational processes; and b)
Strengthening ASEC’s role in coordinating key AEC initiatives related to SMEs.  As it is the case with
almost all regional integration processes, economic integration fulfils the
role of a driving force within the ASEAN, which is aimed at advancing wider
political integration. We seek a qualified Indonesian candidate for Travel, Event and
Administration Professional  A.   
Responsibilities

• Overall smooth and uninterrupted functioning of the
  assigned area of responsibility in line with GIZ rules and regulations;
• Organization and co-ordination of all work mechanisms;
• Keeping project team or consultants/short term experts
  informed of the status of flight ticket or accommodation etc, especially
  in cases of delays;
• Daily operational execution of all affairs in the
  assigned area of responsibility;
• Keeping a very good relationship with the GIZ Country
  Office in Jakarta and other GIZ Offices in the ASEAN Member States;
• Well established communications to all frequently
  approached offices.

  B.   
Tasks      1. Travel
Services

• Keep taps on all travel related costs, e.g. hotel
  rates for accommodation, package prices for meetings/workshops, transport
  costs, and provide information to travellers/projects;
• Arrange international and domestic transport for
  project staff and consultants/short term experts;
• Prepare reports of used tickets and refund of unused
  tickets;
• Prepare travel cost reimbursement to be submitted to
  Accounting Section;

       2. Services Connected to Trips

• Co-ordinate
  with GIZ Office for the purchase of international and domestic tickets;

       3. Events Management

• Coordinate
  with GIZ Office for hotel and venue bookings plus arranging overall logistics
  for short term experts to be dispatched within the above mentioned GIZ Capacity
  Building Programmes; organizing workshop venues and regional travel
  arrangements for external technical experts and training participants from
  within ASEAN;
• Prepare
  the procurement process of event compliance with GIZ Procurement Regulation
  (O+R);
• Assist
  in seminar/workshop/conference logistics in Jakarta and ASEAN Member States;
• Handling
  of payments (if applicable) for workshops, etc. related expenses (ASEAN Member
  States);
• Prepare
  the contracts for suppliers/vendors of event (if required) and prepare complete
  expenses documentation on seminar/workshop/conference;    
• Assist
  the project teams in drafting technical specifications for obtaining quotations
  on (office) supplies;
• Liaise
  with Hotels / Guest Relation Managers and Catering Services in Jakarta and
  within SEA;
• Liaise
  with GIZ Offices in the ASEAN region and project stakeholders (logistics
  related) in ASEAN Member States;

       4. Administration

• Timely
  preparation of accounting documents;
• Keep
  the track of the payment status;
• Organize
  and maintain documentation and filing systems according to GIZ standards;
• Prepare
  visitor/mission calendar;
• Co-ordinate
  the deployment and schedule of the driver, ensure that visitors and newly
  arrived experts are picked up;

      5. Other
duties/additional tasks

• Generally
  support the tasks of the Principal Advisor and project team;
• Filing
  the contracts and purchase order according to GIZ regulation as active and
  inactive files;
• Assist
  in  and/or carry out other project activities and tasks as assigned;
• Prepare
  and draft meeting minutes in correct British English and brief reports on
  special occasions;
• Undertake
  further job training related to his/position and duties if required;
• Make

  photocopies and scans documents if and when required;

• Compile
  and organize information materials;
• Label
  files according to GIZ filing system.

 Required qualifications, competences and experience

• University
  degree in Business Administration, Social Science or other fields related to
  Development Aid;
• At least 5 years professional experience in similar
  position;
• Proficiency
  in English both oral and written as a precondition; good knowledge of German as
  an additional asset;
• Very good communication skills (oral and
  written) and in administrative;
• Team
  player with excellent communication and intercultural skills
• Work
  with a high level of self-responsibility, reliability and service orientation
• Abilities
  to work under pressure and constantly willing to learn and accept change;
• Very
  good working knowledge of ITC technologies and computer applications;
• Knowledge
  in Consulting Software (CoSoft) is an advantage.

 Duty Station: JakartaExpected Joining Date: a.s.a.pDirect Supervisor:     Principal Advisor and Advisor of ASEC Post
2015 &                                   
Principal Advisor and Technical Assistant Coordinator of CD AIPA Interested candidates should
submit a motivation letter, CV, trainings attended and list of references
(a must), addressed to [email protected]. The closing date to submit the
application letter is on 5 June 2016. Please indicate your application by putting
the following code in the subject line: ASEC – TEAP Please name your file
as follow format: [Your Complete
Name]_[Motivation Letter/CV/Latest Education Certificate]_ASEC – TEAP   
Only
short-listed candidates will be notified.