The Deutsche Gesellschaft für Internationale
Zusammenarbeit (GIZ) GmbH is a global service provider in the field of
international cooperation for sustainable development with around 16,400
employees. GIZ has over 50 years of experience in a wide variety of areas,
including economic development and employment, energy and the environment, and
peace and security. As a public-benefit federal enterprise, GIZ supports the
German Government – in particular the Federal Ministry for Economic Cooperation
and Development (BMZ) – and public and private sector clients in around 130
countries in achieving their objectives in international cooperation. With this
aim, GIZ works together with its partners to develop effective solutions that
offer people better prospects and sustainably improve their living conditions. The GIZ is implementing the EU-funded
Climate Change project: Support to Indonesia’s Climate
Change Response (Technical Assistance component) SICCR. The 3
year project aims to pilot tangible measurements (low carbon, resource
efficiency, sustainable management of the use
of Biodiversity and livelihoods and optimized development planning and
build the capacity of Aceh to support and contribute in an effective and
coherent way to Indonesia’s efforts to set itself upon a low-carbon development
path through low-emission economic development and optimal land use planning
within the LULUCF (Land Use, Land Use Change and Forestry) Sector.    SICCR is seeking one qualified Indonesian
candidate for the following position: Administration
Manager (Managerial Function) Responsibilities

• Ensuring the necessary office conditions (internal service organisation,
  office procedures and
  administrative guidelines, logistics, information and communication flow) for efficient working
  procedures with National
  Partner, Key Experts and European Union Delegation to Indonesia and Brunei
  Darussalam within the project: Support to Indonesias Climate Change Response
  (Technical Asistance Component) in the overall SICCR (TA) project;
• Organizing and steering administrational tasks
  for the technical project team including secretariat support particularly to
  the superior;
• Maintaining a good work relationship
  between the project, the partners, the EU Delegation in Jakarta, and other GIZ-offices/projects/institutions;
• 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;
• Supervise and coordinate with administrative staff in the
  Project office Banda Aceh including staff talks.

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

• Coordinates
  and organises the internal services for the functioning of the project
  (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;
• Ensures good
  communication and coordination with the local SICCR office and provide oversight over administrative
  procedures following EU rules and regulations;
• Supervision of the
  administrative office staff(s).

 2.    Secretariat work and services

• Prepare schedule and administrative
  work (duty trips, reports, EU-internal communication) of the superior
  and of the technical staff;
• Preparation of
  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;
• Serves
  as an entry and exit point for correspondence and facilitates the internal
  distribution of letters, including recording of incoming and outgoing letters.

  3.   
Administration

• Manages

  leave requests and keeps the internal leave monitoring updated for all
  project staffs including EH expert;

• Monitor administrative processes of the project as
  needed and agreed with the financial expert and the superior;
• Manage work
  permit processes of the Key experts and consultants with related partner and the GIZ
  Office;
• Monitor updated filing system for the office
  (electronic and hardcopies) and treats information confidentially, specifically
  in the areas of financial matters;
• Coordinate and prepare contracts/agreements Local Short Term
  Expert/Consultant;
• Monitoring the payments for the consultants;
• Preparing job description/terms of reference for administration and
  accounting.

 4.   
General
tasks

• Interprets
  and translates as required;
• Organises
  and coordinates project support staff on behalf of the superior;
• Monitor
  preparation of workshops, training and other events
  according to the project’s operational plan;
• Performs
  other duties and tasks at the request of the superior;
• 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 desirable with specific
  experience with financial administration procedures in a German state-owned
  agency and/or EU financed project;
• Having professional
  experience in Aceh will be an advantage;
• Knowledge in
  WINPACCS will be an advantage;
• Good working
  knowledge of ITC technologies (related software, phone, fax, email, the
  internet) and computer applications (e.g. MS Office);
• Very
  good knowledge English and communication skills;
• In-depth
  understanding of financial planning and accounting within the framework of EU projects;
• Broad experience of
  office management and administration;
• Confidential
  handling of data and information;
• Willingness to
  acquire new knowledge as required by the tasks to be performed – corresponding
  measures are agreed with management;

 Duty
Station: SICCR Office – JakartaDirect Supervisor: Team Leader SICCR (Technical
Assistance) 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 19 February 2016. Please indicate your application by putting
the following code in the subject line: SICCR – AM 
Only short-listed candidates will be notified.