The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international coop-eration enterprise for sustainable development with worldwide operations on behalf of the German Government.
The „Sustainable Agricultural Supply Chains in Indonesia (SASCI)" project, in collaboration with its main government partner, Ministry of Agriculture (specifically the Directorate General of Estate Crops) supports the Government of Indonesia in its efforts to reduce GHG emissions from defor-estation and forest degradation by promoting sustainable supply chains for selected agricultural commodities (primarily but not exclusively palm oil and natural rubber) by independent smallholder farmers in Kapuas Hulu district, West Kalimantan.
The global program "Sustainability and Value Added in Agricultural Supply Chains" is part of the spe-cial initiative "ONE WORLD – No Hunger" (SEWOH). On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), the program promotes the sustainability of select-ed agricultural supply chains in partner countries. The program implements the project "Sustainability and Value Added in Agricultural Supply Chains in Indonesia" (SASCI+). SASCI+ focuses on natural rubber, palm oil, cocoa, and coffee in two biosphere reserves in West Kalimantan and Central Sulawesi. SASCI+ is implemented together with the Indonesian Ministry of Agriculture, the political partner of the project and in close cooperation with the bilateral GIZ portfolio related to agriculture and forestry.
The „Support Project for the Design and Implementation of the New Global Biodiversity Framework (BioFrame), funded by the German Federal Ministry for the Environment, Nature Conservation, and Nuclear Safety (BMU) through the International Climate Initiative (ICI) aims to support BMU and key actors from partner countries in the design of the new post-2020 global biodiversity framework (GBF) and first implementation steps in partner countries. The pilot measure to be implemented will focus on the illipe value chain in Kapuas Hulu. The project is implemented in collaboration with the „Sustainable Agricultural Supply Chains in Indonesia (SASCI)"project.
To support the implementation of the projects, we seek one (1) motivated and qualified Indonesian candidate to support the team in Putussibau and coordinates intensively with the existing finance and admin team in the hub offices in Jakarta, Pontianak, and Palu, for
Administrative Specialist – Putussibau based
A. Responsibilities
In coordination with the SASCI/SASCI+ Senior Administrative Professional and in close collaboration with Technical Advisors and Admin/Finance Officers of the hub offices, the Administrative Specialist will have the following responsibilities:
- ensures that financial administration and administrative procedures are properly implemented in accordance with GIZ standards
- handles accounting and financial management, procurement of services and goods, assets, travel and event management, and asset management based on GIZ PuR
- communicates and coordinates effectively with all SASCI/SASCI+ team members and with the GIZ Country Office Indonesia
- liaises with the regional project offices and the GIZ Country Office Indonesia, and with the counterparts on administration and project issues
- files documents in reference files, in DMS in line with GIZ's filing rules and in Teams
B. Tasks
1. Secretariat Work and Services and Knowledge Management
- assists in office administration processes of the project as needed
- supports the Senior Administrative Professional in supervising driver and office assistant
- manages the vehicles arrangement, monitors vehicles logbook and ensures it is filled out properly by driver/user including monitor the validity of car insurance, prolongation of car licenses
- assists Technical Advisor in communicating, updating and collecting information
- organises and updates project documentation, the filing systems and the project library
- maintains the filing system for the office incl. incoming and outgoing correspondence, treats information confidentially, specifically in the areas of personnel and finance
2. Contract and Procurement Management
- prepares, arranges, and follows up procurement of services and goods with value up to EUR 2.500 based on ToR and/or official written request for project office Putussibau
- in coordination with the requesting staff and Administrative Professional Jakarta supports the arrangement of procurement of services and goods with value above EUR 2.500 based on ToR and/or official written request
- in coordination with the Senior Administrative Professional, Finance Professional, Administrative Professional Jakarta-office maintains, monitors, and regularly updates an overview of on-going contracts and procurement of goods including the payments, tax, obligo, and settlement at project level
- files contract- and procurement of goods documents including consultant/ consultancy reports according to PuR in DMS, in shared Teams folders, and in other GIZ online storage platforms
3. Financial Administration and Cash Management
- maintains daily petty cash flow and daily bank transaction for payments with value up to EUR 2.500 prior approval from the Principal Advisor and/or delegated officer
- collects, prepares, and verifies proper accounting receipts and its supporting document incl. arithmetically correctness
- records vouchers of cash and bank transaction to WINPACCS system according to GIZ accounting principles
- in coordination with the Finance Professional monitors income and expenditure and carries out the monthly end-of period petty cash and bank reconciliation and its submission to Accounting Officer at the GIZ Country Office Indonesia
- in coordination with the Finance Professional prepares monthly budgets and monitors deviations
- monitors real accounts (payables, TPR/receivables), Obligo, Error Sheets follow up and reports regularly to the Principal Advisor, Senior Administrative Professional and Finance Professional
- checks and calculates the mobile phone bill between official and private call, as well as processing of reimbursements
4. Travel and Event Management
- prepares and organises administrative and logistical aspects (venue, travel, hotel, flight and equipment) of programme activities (trainings, meetings, workshops, etc.) with value up to EUR 2.500
- assists the Putussibau colleagues in preparing the duty trip request (DRA), prepares and verifies the advance and settlement of travel cost (RKA)
5. Asset Management
- organises the maintenance of office equipment
- enters and monitors inventory data/list of project office Putussibau in On-Site Assets and archives the relevant documentation in line with PuR
- in coordination with the Senior Administrative Professional and the Administrative Professionals of Jakarta office prepares the hand-over documentation for assets (BAST Barang) to the partner institutions
- manages and ensures that supporting documents related to the inventory are well archived
6. Other duties/additional tasks
- participates in project meetings and in office finance and admin team meetings to understand needs and ensure smooth support
- interprets and translates as required
- performs other duties and tasks as assigned by the Principal Advisor and/or the Senior Administrative Professional.
C. Required qualifications, competences and experience
Qualifications
- Bachelor's Degree in Economics, Accounting or equivalent
- at least 5 years of experience in similar or related positions
- good understanding of GIZ Processes and Rules (PuR) regarding financial and administrative management will be considered an advantage
- experience working in GIZ or in development organizations similar to GIZ and with relevant government and international entities is highly desirable
Other knowledge, requirements, and additional competences
- proficiency in English and Bahasa Indonesia, both written and oral.
- good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., Office 365).
- excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
- proven negotiation skills with internal and external audiences including in complex and stressful circumstances.
- must be a strong team player, organized and efficient.
- willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
Joining Date: As soon as possible
Direct Supervisor: Senior Administrative Professional SASCI/SASCI+
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by November 17th, 2021 with subject line SASCI – AS(PSU)
Please name your file as follow format:
[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate] (i.e: Nakula Sadewa_CV or Nakula Sadewa_Motivation Letter or Nakula Sadewa_Reference)
Only short-listed candidates will be notified.
0 Comments:
Posting Komentar