GIZ – SICCR: Administration Assistant (Based in Aceh)

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.  
 GIZ Indonesia
is seeking one qualified Indonesian candidate for the following position:
 Administration
Assistant
(Based in Aceh) Responsibilities

  • ensuring that the project office and secretariat runs
    smoothly
  • organising and coordinating project activity in Aceh
  • maintain and promote good communication flow,
    particularly with the Aceh Provincial Coordinator, team members and partners
  • daily operational performance of all administrative
    tasks for the Aceh office
  • performing all daily duties in the assigned area of
    responsibility
  • filing documents in reference files or in DMS in line
    with GIZ’s filing rules

 The Job Holder performs the following tasks, but is not limited to: 1. Secretariat
work and services

  • answers, reviews, forwards and/or takes calls
  • manages incoming and outgoing correspondence (post,
    fax, email) and prioritises and distributes it
  • replies to and looks after correspondence
  • photocopies and scans documents as needed
  • organizes external written translations when required
  • participates in internal and external (team) meetings
    and workshops and assists with documenting these, e.g. by taking minutes

 2. Office
coordination, office management and general project coordination

  • deals with annual and other leave requests for
    contracted experts
  • coordinates and monitors schedules and events relating
    to the GIZ office
  • coordinates and organises rooms for meetings, as well
    as hotel rooms or partner facilities, etc. as related to visitors, workshops,
    trainings, and the like
  • coordinates equipment, etc. required for meetings with
    the responsible person
  • prepares and organises information materials for
    meetings
  • ensures that the necessary office supplies are
    available
  • purchases office equipment and supplies within set
    value limits
  • reports damage to the team leader, organises and
    monitors the service and repair of office equipment
  • Organizes and supervises project drivers and vehicles
    and organizes transport.

 3. Administration

  • assists in creating and maintaining a filing system
    for the office, treats information confidentially, specifically
    in the areas of personnel and finance
  • updates the filing system daily with incoming and
    outgoing correspondence
  • maintains the inventory list for the

    office/project/programme

 4. Financial
services

  • assists with creditor and debtor administration
  • prepares transfers and/or other bank documents and
    checks these before execution
  • makes regular (monthly) payments
  • is responsible for administrative aspects of financial
    management, e.g. bank withdrawals, direct debit orders, under the guidance of
    the head of administration,
  • runs errands, e.g. paying invoices, delivering and
    collecting documents
  • manages the petty cash and the cash book

 5. General
tasks

  • welcomes visitors in a friendly manner and serves them
    with beverages
  • interprets and translates if required
  • Arranges travel for visitors, booking tickets and
    organizes transport
  • Assists with event management such as meeting,
    training, workshop’s, etc.

 6. Other
duties/additional tasks

  • reports without delay to the person responsible for
    accounting on all problems in financial administration and compliance with
    rules
  • performs other duties and tasks at the request of
    management

 Required qualifications, competences and experience

  • certificate/diploma or comparable qualification from a
    certified institution (administration, accounting, management, secretariat);
  • at least 3 years professional experience in a
    comparable position;
  • 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);

  • Good
    knowledge English and communication
    skills;
  • 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 OfficeBanda AcehDirect Supervisor: Provincial
Coordinator and Head of Administration Aceh
 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 22 July 2016.
 Please indicate your application by putting
the following code in the subject line: SICCR – ADM ASST.
 Please name your file
as follow format:
[Your Complete
Name]_[Motivation Letter/CV/Latest Education Certificate]
 
Only
short-listed candidates will be notified.

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