[GIZ Job Vacancy Notice] SICCR: Administration Manager (duty based in Jakarta)

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 OfficeJakartaDirect 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.

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