[GIZ Job Vacancy Notice] SREGIP – Contract & Assets Management Professional

11 January 2016 Started
in 2015, SREGIP goes back to an agreement between the Indonesian Ministry of
National Development Planning (BAPPENAS) and the Deutsche Gesellschaft für
Internationale Zusammenarbeit
(GIZ) GmbH, working on behalf of the German
Federal Ministry for Economic Cooperation and Development (BMZ).
works in two pilot provinces with different characteristics: in West Kalimantan
the focus is on the developing sustainable agriculture, while in Nusa Tenggara
Barat (NTB) the program concentrates on the development of sustainable tourism.
SREGIP is driven by and based on a participatory process, taking into account
the specific potentials and bottlenecks for economic development as well as the
demand and the commitment of local stakeholders.
is seeking one qualified Indonesian candidate for the following position:

  • Ensure the compliance of regulations for contracts
    with companies, institutions and individuals – local and international
  • proper management of materials and equipment
  • other relevant duties/additional tasks

 The Job Holder performs the following tasks, but is not limited to: 1.    Compliance
with regulations for contracts with companies, institutions and individuals –
local and international

  • ensures
    that the GIZ Office Indonesia and GIZ Head Office involved in accordance with
    O+R for contracts with companies, institutions and individuals above Eur
  • where
    the contract is entered into by the project below Eur 2.500: the regulations on
    contract award procedure, entry into contract, fee agreement and billing are
    complied with; 
  • ensures
    that the regulations on the distinction between GIZ contracts of employment and
    GIZ consultant (appraiser) contracts are complied with;
  • manages,
    prepares, monitors, and settle contracts with companies, institutions and
  • prepares
    service request to GIZ Ofiice Indonesia if the contract is above Eur 2.500;
  • coordinates
    with advisors for compiling ToR, CV/company profile, and offer letter/company
    proposal, tax card, bank details, and justification (or assist the tender
    process if required according to the regulation);
  • scans
    the companies, institutions and individualsinto EU sanction according
    to country policy regulation; 
  • prepares
    honorarium index or budget review to assist Principal Advisor/Team
    Leader/Regional Coordinator to decide the rate of companies, institutions and
  • coordinates
    with advisors about the progress of the assignment,  timesheet,
    confirmation of service, invoice, and report are available before executing the
  • calculates
    the travel cost for consultant, compile and check the supporting documents and
    ensures that it is according to the agreed amount stated in the contract and
    make payment accordingly;
  • monitors
    terms of  payments of contracts and  ensures the payments are
    according to the contracts and GIZ regulations;
  • maintains,
    completes, and updates consultants contract file system (contracts, CVs,
    payments, etc.) and ensures that the original contracts are filed at SREGIP
    Office Jakarta and up load the scan contracts
    in DMS;

 2.    Proper management of materials and

  • maintains
    and updates GIZ inventory records in coordination with IT Professional;
  • Ensures
    that all project assets (Jakarta, Mataram, Pontianak) are according to GIZ
    inventory regulation such as Onsite Assest or inventory record
    system, labelling, inventory card, and complete hardcopy file system.
  • conducts
    yearly check (end of June);
  • coordinates
    with the Administrative Professional in the regions on the project assets in
    each regional office, including hand over process;
  • coordinates
    with GIZ Country Office Indonesia on the inventory issues especialy hand
    over process;
  • supports
    for hand-over of project assets;
  • communicate with relevant partners for the handover
  • prepares
    the hand over correspondence from GIZ to the counterparts (at the national and
    regional levels);
  • ensures
    that handover documents are delivered to Bappenas;
  • delivers
    the project assets to counterparts (e.g. Bappenas, or other
    partnes) after the formal
    letter is done;

 3.    Other
duties/additional tasks

  • Support Administrative Professional in Office
    coordination, office management and general coordination, assistance to
    the Principal Advisor, vehicle management, business trips and event management,
    and visa arrangement for Long-Term and Short-Term Experts;
  • keeps all the documents, operations and information
  • prepares minutes of meeting for bi-weekly internal
    meeting (jour-fixe) in coordination with Jakarta Administrative Professional;
  • carries out other relevant tasks as assigned by the
    SREGIP Principal Advisor;

  Required qualifications, competences and experience

  • Minimum Bachelor degree in administration area;
  • 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);
  • Confidential handling of data and information;
  • Language proficiency in English both oral and written. Proficiency
    in German will be an advantage;
  • willingness to up-skill as required by the tasks to be
    performed –corresponding measures are agreed with management

 Duty Station: SREGIP OfficeJakartaExpected Joining Date: February 2016Direct Supervisor: Principal
 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 17 January 2016.
 Please indicate your application by putting
the following code in the subject line: SREGIP – CAMP.
short-listed candidates will be notified.

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