The ASEAN German-Programme on Response to
Climate Change in Agriculture and Forestry (GAP-CC) is a programme that
commissioned by the German Federal Ministry for Economic Cooperation and
Development (BMZ) and implemented by the Deutsche Gesellschaft für
Internationale Zusammenarbeit (GIZ) GmbH in close cooperation with the ASEAN
Secretariat (ASEC), aims at improving the framework conditions for sustainable
agriculture and forestry in ASEAN Member States. GAP-CC is a project that aims
at improving the framework conditions for sustainable agriculture and forestry
in ASEAN Member States. GAP-CC is comprised of two projects designed to achieve
the program objective: the Sustainable Agrifood Systems project (SAS) based in
Bangkok, and the Forestry and Climate Change project (FOR-CC) based in Jakarta. FOR-CC
is seeking one qualified Indonesian candidate for the following position: OFFICE MANAGER (a staffing position)Responsibilities

• Ensuring the

  necessary office conditions (internal service organisation, office materials,
  logistics, information and communication flow) for efficient working procedures
  in the project;

• Organizing and steering
  administration tasks for the technical project team including secretariat
  support particularly to the superior;
• Maintaining a good
  work relationship between the project, the GIZ-Office in Jakarta, and other
  GIZ-offices and projects;
• Keeping updated and
  completed the project’s document files in the local project’s filing system and
  in DMS in line with GIZ’s filing rules.

 The Job Holder performs the following tasks, but is not limited to: 1.     
Office coordination and management

• Coordinates and organises
  the internal services for the functioning of the project (driver, communication
  services, delivery of materials etc.)
• Organises and maintains the project’s logistic
  and equipment required for the functioning of the daily work procedures and for
  particular meetings and events
• Coordinates the
  daily administrative processes of the project/programme in close cooperation
  and division of labour with the project’s finance professional and the
  superior.
• Supports the
  internal communication and coordination incl. agreed time schedules, meeting
  reports, absences and leave planning etc.

 2.     
Secretariat work and services

• Manages incoming and

  outgoing correspondence (post, fax, email);

• Supports the scheduling and administrative work
  (duty trips, reports, GlZ-internal communication) of the superior and of the
  technical staff;
• Prepares and
  organises information, materials and other supports to events or activities on
  behalf of the technical staff;
• Participates in
  internal and external (team) meetings and workshops and assists with
  documenting these, e.g. by taking minutes;

 3.     
Administration

• Manages leave
  requests for contracted experts and keeps the internal leave monitoring updated
• Assists in
  administrative processes of the project as needed and agreed with the financial
  expert and the superior;
• Creates and maintains updated a filing system
  for the office (electronic and hardcopies) and treats information
  confidentially, specifically in the areas of personnel and finance;
• Maintains the
  inventory list for the office/project/programme;

 4.     
Contract management (Local consultants/consulting firm
contracts) 

• prepares contracts
  and Sanction/EU Black list;
• coordinates with
  technical staff for consultants/consulting company regarding the progress of
  the assignment and ensure timesheet, confirmation of service, invoice, and
  report are available before executing the payments;
• monitors terms
  of  payments of contracts and  ensures the payments are according to the
  contracts and GIZ regulations;
• files and updates
  documents of contracts (original contracts, CVs, Honorarium index, proposed
  budget etc.) with the same standard of GOJ’s file;
• ensures the
  confirmation service (Leistungbestätigung) is signed by the Principal
  Advisor/Team Leader

 5.     
General tasks

• Interprets and
  translates as required
• Organizes and
  coordinates project support staff (driver, IT-Expert) on behalf of the superior
• Supports in
  organizing workshops, training and other events according to the project’s
  operational plan
• Perform other duties
  and tasks at the request of the superior
• Maintains an
  efficient and trust based working relationship with the colleagues form other
  projects and the GIZ-Office
• Contributes actively

  to a good working climate and team working within the project

 Required qualifications, competences and experience

• University degree in relevant specialisation and
  qualification in business administration desirable (equivalent of BA or
  MBA)
• At least 5
  years’ professional experience in a comparable position;
• Very good
  working knowledge of ITC technologies (related software, phone, email,
  internet) and computer applications (e.g. MS Office, CMS and publishing
  software);
• Language proficiency in
  English both oral and written, ideally knowledge of
  German.

• Proactive communicator, good management and organisational skills.

 Duty
Station: JakartaExpected
to Join: Mid March 2016Direct Supervisor: Principal Advisor Interested candidates should
submit a motivation letter, CV, trainings attended and list of references,
addressed to [email protected]. The closing date to submit the
application letter is on 8 February 2016. Please indicate your application by putting
the following code in the subject line: FOR-CC
– OM 
Only short-listed candidates will be notified.