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.   GIZ
is seeking one qualified Indonesian candidate for the following position: Personal Assistant
to Program DirectorResponsibilitiesThe objective of the position is to effectively and
efficiently support the Programme Director in the management of the GIZ Cluster
portfolio “Climate Governance” and “Transport & Urbanization”. The
incumbent is responsible for the

• Maintenance of an overall good
  flow of communication to and from the Programme Director
• Ensuring that PD is organized
  and productive and assists in all administrative duties
• Ensuring of a smooth daily operational execution
  for all administrative and managerial issues concerning the Programme
  Director
• Ensuring of a smooth daily operational execution
  of programme affairs incl. maintaining filing systems, visa arrangement
  etc.

 A.     Tasks1.     
Personal Assistance to the PD

• Independent organizing and coordinating the schedule and appointments of
  the Programme Director deciding on priorities and liaise directly, if required,
  with the institutions and persons requesting appointments
• Independent reminding,
  updating and briefing the Programme Director on his appointments for the day
• Attending to all incoming and
  outgoing letters, facsimiles and electronic mails that concern the Programme
  Director and in organizing correspondence so that priorities are attended first
• Attending to all
  correspondence and documentation in German, English and Indonesian, including
  translation if required, and formulate replies independently after consultation
  with the PD
• Prepare, compile, organize and
  document information material for the PD and/or meetings
• Assist in the documentation of
  meetings
• Independently organize
  workshops and liaise with the invited organizations and persons
• Independent organization of
  all travel (related to business trip), ticket, accommodation reservation for
  the PD and prepare the travel cost reimbursement of the PD
• Monitor time schedules of the
  Programme Director and maintain the appointment schedule
• Maintain correct up-to-date
  filing procedures (electronic and hard-copy) in PD office.
• Keep information confidential,
  particularly in the field of personnel and finance
• Coordinate and maintain leave
  and duty trip reports of TLs and NP
• Prepare time sheets
  (“Zeitaufschriebe”) for the PD
• Prepare staff talk document
  for AMA and NP

 2.    Office Management

• Answer, screen, forward and/or
  return phone calls and messages (in time of overload works need to be
  assisted) 
• Organize meetings, workshops,
  seminars etc. of PAKLIM Management in cooperation with Procurement and Contract
  Officer
• Support AMA in logistical
  matters (preparing flight and accommodation request)
• Monitor responses and carry
  out routine correspondence, as requested.
• Setting up and maintaining the
  project filing system (PFS and DMS), taking care that information is kept
  confidential (particularly in the field of personnel)
• Support Country Office
  Indonesia (COI) in the process of visa arrangement for expats of PAKLIM:
• Monitors expiry dates of visa,
  passports and upcoming AMA and informs COI, PD and Liaison Officer in time

 3.    General tasks

• Supervise and coordinate
  project/program support staff (driver, cleaner, etc.)

 4.    Other duties/additional tasks

• Performs other duties and
  tasks at the request of management

 B.    Required qualifications, skills, competences and
experience Qualifications

• University degree in office management/administration
  or similar area

 Professional experience

• at least 5 years professional experience in an
  international organization and comparable position

 Essential skills, additional competences and other knowledge

• Excellent written and oral communication skills;
• Excellent word processing and IT skills, incl. knowledge
  of different software packages;
• Ability to work under pressure and to tight deadlines;
• Good organisational and time management skills;
• Excellent interpersonal skills;
• Excellent language skills in English, very good skills
  in German is mandatory
• Ability to work on own initiative;
• Honesty and reliability;
• Discretion and an understanding of confidentiality
  issues.

 Duty Station: PAKLIM Office – JakartaExpected to Join: March 2016Direct Supervisor: Program
Director Interested candidates should
submit a motivation letter, CV, trainings attended and list of references
(a must), addressed to recruitment-indo@giz.de. The closing date to submit the
application letter is on 23 February 2016. Please indicate your application by putting
the following code in the subject line: PAKLIM – PA. 
Only
short-listed candidates will be notified.