The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German implementing organisation which provides services worldwide in the field of international cooperation for sustainable development. We work to shape a future worth living in over 120 countries around the world. For more than 40 years, GIZ has been working jointly with partners in Indonesia. Currently, GIZ works with over 300 employees in Indonesia, of whom over 80 per cent are national personnel. In the context of the bilateral development cooperation between the Governments of Germany and Indonesia, the Innovation and Investment for Inclusive Sustainable Economic Development (ISED) Project will assist to improve the human resources, institutional and regulatory conditions for green employment in the electricity sector with special focus on Renewable Energy.
We are seeking one qualified Indonesian candidate for the following position:
Junior Administration Specialist
A. Responsibilities
· General clerical services· Running errands and carrying out other tasks needed to run the office smoothly
· Handling of petty cash according to GIZ regulations and WINPACCS
· Support to event management
Tasks
1. Supports administration and office communications
- Support to handle consultant/consulting contract, monitor the progress of payment and tax exemption process
- Supports procurement
- Maintains the inventory as well as Onsite-Asset and monitored by the Administrative Professional periodically
- Assists in maintaining and updating the filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
- Checks office supplies and restocks office materials, e.g. ensuring that fax machines and photocopiers are operational by filling with paper, toner cartridges etc.
- Maintains and carries out minor repairs as required to keep office equipment operational
- Support to checks the project's inventory, update database inventory by Onsite Asset as well as the inventory card periodically
- Makes photocopies and scans documents as needed
- Assists in preparing label and package as per request
- Ensures the availability of necessary office supplies and stationary
2. Supports in Handling WINPACCS and Petty Cash
- Arranges the administration of cash payments and daily cash flow
- Records the transactions based on daily basis on the GIZ electronic cash book
- Supports Administrative Professional in preparing a voucher to each receipt according to the cost category
- Executes cash payments to collectors and collecting/preparing proper receipts and arrange monthly payments such as telephone, hand phone, internet, fuel, parking, and other fees
- Settles advance/ account receivables occurred from petty cash transactions and settles them according to monthly WINPACCS report and report the follow up to the Administration Professional
- Ensures the availability of petty cash and report to the Administration Professional before the petty cash runs out
- Prepare list of expenditures for requesting petty cash
- Picks up cash from bank for petty cash payments
- Support Administration Professional and Head of Administration in looking for WINPACCS vouchers
- Checks and settles the private expenses such as private usage of car, mobile or landline phone calls, etc.
- Ensures the classification of all vouchers/receipts according to completeness and to cost centers/cost category
- Maintains the filing for financial records confidentially
- Review the completness of vouchers from regions before final checked by Senior Advisor for Admin. & Finance.
3. Support to Event Management
- Assists in the organisation/coordination of logistical management in planning, implementation, and documentation of meetings, workshops, seminars and other activities in close coordination with the Advisor for Project Management, Communication and Event Management
- Sets up and prepares the meeting rooms as instructed, including the meeting logistics/equipment, such as LCD projector, notebook, flipchart, etc.
- Assists for visitors' programs, make travel arrangements and manage travel requirements (tickets, flight and hotel booking, transport, etc.)
4. General tasks
- Runs errands, e.g., for supporting business meetings internally and externally
- Carries out other relevant official tasks as assigned by the Administrative Professional and Finance & Administrative Specialist
B. Required qualifications, competences, and experiences
Qualifications
· Minimum D-III or S1 with relevant study
Professional experience
· At least 2-6 years' work experience in a comparable position with references
Other knowledge, additional competences
· English proficiency· good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)· sensitivity in handling and disposing of documents which may be important· reliability and good organisational skills, appropriate appearance, and clothing
Joining Date: Asap
Direct Supervisor: Senior Advisor for Policy Advice and Partnership
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by 10 February 2022 with subject line ISED – JAS
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.
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