[GIZ Job Vacancy Notice] PAKLIM – Junior Administrative Professional (Temporary)

 URGENTLY
REQUIRED
 18 February 2016 The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH
is a German international cooperation enterprise for sustainable development
with worldwide operations. PAKLIM is a Program advising and supporting the national
government, local governments and industries with climate change mitigation and
adaptation initiatives.  PAKLIM
program is divided into
three working areas: (1) Climate Policy Advice for National and Sub-national
Governments, (2) GHG emission reduction in Industries, and (3) Climate Change
and Education. GIZ
is seeking one qualified Indonesian candidate for the following position: Junior
Administrative Professional (Temporary)
 Responsibilities·        
Providing
of administrative support to the project;·        
Meeting
the administrative requirements of the office independently with minimum input
and supervision; ·        
Effective
coordination with the colleagues of the Internal management Services (IMS) of
GIZ PAKLIM;·        
Ensuring
that the provided services within the section are done correctly according to
GIZ Guidelines;·        
Overall
smooth, uninterrupted and thorough functioning of the library and

documentation;·        
Assisting
technical team in workshop event, and·        
Daily
operational performance of all administrative tasks for Work Area Industry. A.    
Tasks Secretarial Work and Services·        
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;·        
Monitor
responses and carry out routine correspondence, as requested; and·        
Make photocopies and scans documents if and when
required. Daily Administration·        
Compiles and
monitors annual and sick leave records of the staff on Work Area Industry to be
reported to HR manager every 3 months; ·        
Establish
and/or update index of, and data on, contact addresses, phone/fax numbers and
e-mail-addresses regularly;·        
Assist in
setting up and maintaining a filing system in office, and seeing to it that
information is kept confidential, particularly in the field of personnel and
finance;·        
Maintain
and up-date the project filing system for incoming and outgoing letters, faxes,
e-mails on a daily basis;·        
Assist
in the logistical management and documentation of meetings, workshops, seminars
and other project activities inside and outside the office; and·        
Attend
internal team, Internal Management Services and Technical and Administrative
Information Exchange meetings/workshops, and share the knowledge to the team
member in Work Area Industry. Travel Event·        
Arrange
workshop equipment (ZOPP-kopfer and material, flipchart, pin board, beamer,
camera, laser pointer, voice recorder, etc.);·        
Responsible for
organising administrative and logistical aspects of project activities
(meetings, workshops, etc.); ·        
Responsible for
preparing and organising administrative and logistical (venue, travel, hotel
flight, transport, etc.) aspects of programme activities (trainings, meetings,
workshops, etc.); and·        
Travel arrangement
for project staff, counterpart and consultant in the project. Procurement & Inventory·        
Ensure
the availability of necessary office supplies;·        
Maintain,
carry out, and responsible for local procurement (monitor markets, negotiates costs, orders
stationary, received materials and inspects delivery, etc.), including
quotation procedures, according to GIZ guidelines;·        
Check
invoices, delivery receipts and other papers and sign them/submit them for
payment;·        
File
documents with completed transactions;·        
Maintains the
inventory list and records for Work Area Industry with On-Site Asset system;
also·        
Report damages
to administration, organizes and follow-up the proper maintenance and repair of
office equipment. Finance·        
Prepare
Work Area Industry budget planning every month;·        
Monitor
the expenses in accordance with the budget;·        
Collect
and prepares proper receipts for the payments;·        
Assist
to records daily transactions to the WINPACCS Cashbook if the Jr. Finance on
leave;·        
Controls
the remaining balance at the cash box;·        
Maintains
the filing for financial records confidentially;·        
Calculates
and verifies travel expenses on official journey for project
staff/consultant/counterpart (national, international);·        
Calculates
medical reimbursement of Work Area Industry team member with confidentially;
and·        
Monthly
financial reporting, monitoring and follow up issues settlement and eror sheets
related to account payables and receivables. Expatriate Formalities·        
Assist
in preparing all necessary documents for sponsor letter of short term
international expert in coordination with GIZ Country Office; and·        
Support
to prepare and follow up documents regarding to Exit Permit Only for the Team
Leader of Work Area Industry in coordination with PAKLIM Internal Management
Services and GIZ Country Office. Contract·        
Supports
the preparation of contracts for local and international consultants together
with the technical PIC/TL (TOR, CV, Offer, etc.) and guarantees a smooth
process PAKLIM Internal Management Services and GIZ Country Office. B.   
Required
qualifications, skills, competences and experience
·        
Diploma
or Bachelor degree in office management/administration or similar area;·        
At least
1-2  years of professional working
experience in the same position; Essential skills, additional competences and
other knowledge
·        
Able to
work on own initiative and with limited supervision as well as accepting close
supervision if needed·        
Good
working knowledge of ITC technologies (related software, phone, fax, e-mail,
internet) and computer applications (e.g. MS Office)·        
Indonesian
native speaker, very good command of English (written and spoken), and German
(greatly appreciated)·        
Willingness to have multiple domestic travel  Duty
Station:
PAKLIM OfficeJakartaExpected
to Join:
March 2016Direct Supervisor: Team Leader Working Area 2 –
Industry Interested candidates should
submit a motivation letter, CV, trainings attended and list of references
(a must), addressed to [email protected] and [email protected] The closing date to submit the
application letter is on 29 February 2016. Please indicate your application by putting
the following code in the subject line: PAKLIM – JAP. 
Only short-listed candidates will be notified.

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