The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. Its corporate objective is to improve people's living conditions on a sustainable basis. GIZ has been working in Indonesia since 1975 on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ).
The bilateral project "1,000 Islands - Renewable Energy for Electrification Programme Phase 2" (REEP2) has been commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) in July 2020 and will be implemented between January 2021 and December 2023. The project builds upon the project REEP phase 1, which has phased out on 31st December 2020.
REEP2's aims to support Indonesia to improve the institutional, regulatory and technical conditions for achieving the policy target of 23% of renewable energy in the energy mix in 2025 at the national and regional level." This objective is to be achieved through three areas of intervention, clustered in three outputs:
- Output 1 aims to improve the regulatory framework for promoting decentralized RE by means of adapted or new regulations.
- Output 2 pursues the goal of introducing decentralized RE technologies in PLN-internal planning processes as alternatives to conventional power generation technologies.
- Output 3 aims to promote the expansion of RE by introducing the previously unused concept of load shifting, especially in small island grids, through private sector participation
REEP2 is implemented jointly with the political partner, the Directorate General for New and Renewable Energies and Energy Conservation (Direktorat Jenderal Energi Baru Terbarukan dan Konservasi Energi, DJ EBTKE) under the Ministry of Energy and Mineral Resources (Kementerian Energi dan Sumber Daya Mineral, KESDM). It further works closely with KESDM's Directorate General for Electricity (Direktorat Jenderal Ketenagalistrikan, DJ Gatrik) as well as the state-owned utility PLN, in particular on Output 2. Within Output 3, the project will work with the private sector to develop and apply innovative RE technology and business models.
To support implementation of REEP2, we seek one (1) motivated and qualified Indonesian candidate for:
Administrative Specialist
A. Responsibilities
- Ensure that financial administration and administrative procedures of the Energy Programme and projects within it, are properly implemented in accordance with GIZ standards
- Support technical advisors, other admin officers, and other Energy Programme team members in administrative tasks
- Handle formalities, procurement of services and goods, assets, and IT matters based on PuR (GIZ Rules and Regulations)
- Manage adequately project documentation as well as knowledge dissemination, including filing of documents in reference files or in DMS in line with GIZ's filing rules
- Maintain good communication and flow of information about administrative issues within the project/programme and with the GIZ Country Office Indonesia, as part of the GIZ Energy Programme Admin Team
- Tasks
1. General Administrative Works
· Support the communication with relevant internal and external GIZ stakeholders, and other organizations
· Support administrative partner processes including processing of Implementation Agreements and related updates
· Support the administrative officers responsible for financial reports (BAST) where needed
· Vehicle management such as movement register, calculation of monthly fuel consumption, supervision of repair and maintenance
· Manage document delivery to the office and headquarter
· Contribute to the maintenance of the data base of contacts
2. Contract and Procurement Management
· Prepare, arrange and follow-up contracts, tender and procurements of services and goods according to various contracting categories and volumes, in coordination with the respective GIZ units (Admin Team, country office Indonesia, HQ)· Monitor and track the status of contract implementation and payment by using a database, follow-up with contractors and GIZ internal units· Check and verify incoming invoices from the vendor, consultants or the consulting firm in accordance with the regulations for the payment submission to the respective unit in the country office· In support of the administrative officers responsible for tax related processes, monitor and follow up the tax exemption/restitution process for contracts and procurements· Coordinate and follow up 'Bukti potong pajak' with respective unit in the country office and send them to the vendors, consultants or the consulting firms· Coordinate and communicate with contract officers and verification officers in the country office· File contract- and procurement of goods documents according to PuR in DMS· Support other administrative officers on contract and procurement related tasks when needed
3. Inventory/ Asset Management
· In support of the administrative officers responsible for overall asset management, enter and monitor inventory data in On-Site Assets and archives the relevant documentation in line with PuR· organize the maintenance of the office equipment· manage and ensure that supporting documents related to the inventory are well archived
4. Travel and Event Management
- Handling of administrative and logistics around international, regional and local events and workshop organization of projects under the Energy Programme
- Manage the preparation of domestic and international travels and the related logistic support of project personnel
- Following up third party receivables for all travel & event-related matters, such as refunding air ticket, hotel payments, etc. based on project and office journal
- Supporting the settlement of advance payments for events and travel (RKA) for staffs and partners
5. Other duties/additional tasks
· maintain an overall good flow of administrative information on procurement of services and goods and its regulation and provides advice and inputs to the staff of the projects (regular briefing updates, stay on top of new developments and communicate these)
· assist all staff to ensure compliance with PuR and the GIZ Code of Conduct at the national and regional level; develop strong understanding of GIZ PuR
· participate in project meetings and in office finance and admin team meetings to understand needs and ensure smooth support
· contribute to creating a strong team cooperation approach within the Admin Team
· perform other duties and tasks as assigned by the Principal Advisor, e.g. new administrative requests emerging from country office or GIZ HQ
- Required qualifications, competences and experience
Qualifications
· A University Degree or equivalent in a discipline such as finance and accounting, business administration or public administration, others discipline.
Professional experience
· At least 5 years professional experience in the area concerned· Experience in a similar position in a Project / Programme in international development cooperation is an asset· Experience with GIZ considered a strong asset· Strong experience in organizing workshops / training in the country and abroad, general administration and especially office management and logistics· Full proficiency in information technologies as well as Indonesia and English; good knowledge of German would be a strong asset
Other knowledge, additional competences
· Excellent management, interpersonal skills and interpersonal communication skills, including the ability to encourage collaboration with other programs, international offices, and partners· Readiness to learn about GIZ rules and regulations (PuR); dedicated to continuous learning· Team player, ready to be part of a versatile team, working in a team spirit· Dynamic, reliable and open-minded character having the willingness to excel and perform on a high-level under pressure and tight deadlines· Aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy· Willingness to up skill as required by the tasks to be performed· Availability to travel within Indonesia for short-term project visits on short notice
Joining Date: as soon as possible
Direct Supervisor: Senior Liaison Officer
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by 9 May 2022 with subject line REEP2 – AdminSpec
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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