The Global Programme Migration & Diaspora (PMD) was commissioned by the German Federal Ministry for Economic Cooperation and Development (BMZ) in 07/2019. It is run under the umbrella of the Center for International Migration and Development, which is jointly implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) and the International and Specialized Services (ZAV) of the German Federal Employment Agency (BA).
The programme´s module objective is: Key actors in the partner countries increasingly leverage regular migration and diaspora engagement to attain their development goals.
The programme is to be rolled out in up to 25 partner countries. The focus is on the countries of origin of the major groups of migrants in Germany and on partner countries of BMZ´s Returning and New Opportunities Programme. Furthermore, the programme will also include countries of relevance to development-oriented skilled worker migration, migration policy advice, development-oriented return and diaspora cooperation, thus ensuring a good 'migration policy mix'. The programme operates in five fields of action:
1. Development-oriented return2. Regular Migration/Migration Advice
3. Social engagement of diasporas
4. Financial and economic contribution of diasporas
5. Migration governance
The Advisor supports in Indonesia the implementation of the field of action "Regular Migration/Migration Advice" (herafter ReM). The work is based on the objectives of capacity development of partner institutions to implement the goal 10.7. of the Sustainable Development Goals (SDG) and the goals of the Global Compact for Migration (GCM), such as:
- Establishing formats of advice in the field of regular migration
- Strengthening the information basis for potential migrants for safe and legal migration
- Support of partner institutions in establishing legal pathways for (regional) migration
- Bi- and trilateral knowledge exchange on joint learning about regular migration
- Multi-stakeholder dialogue formats on regular migration
The activity portfolio is country-specific and is concretized in yearly goals and annual operational plans, in close coordination with the PMD team in Indonesia and the ReM team in the HQ.
We are seeking a qualified Indonesian candidate for the position as:
Administrative Specialist
- Responsibilities
The incumbent is responsible but not limited for:
- Ensure that financial administration and administrative procedures of the Programme Migration & Diaspora (PMD) are properly implemented in accordance with GIZ standards
- In coordination with the advisor and/or Team Leader ensures and controls the quality of internal management services related administration (contracts, travel & event, procurement of goods, inventory, and IT) based on PuR
- Manage adequately project finance/admin 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 and Triple Win Germany
- Ensures a smooth and uninterrupted functioning of the office site through organized and coordinated work mechanisms, effective problem-solving of day-to-day concerns, and the provision, through the appropriate administration-related reports, of critical inputs for management decision.
- Tasks
1. Office Administration
· Oversees all administrative and logistical arrangements of the programme
· Technical Support – Assists the supported Returning Expert and Diaspora Expert in preparation of needed documents that required by the PMD.
· Administrative Support – Support in the organization and preparation of the following:
- Prepares Service Request for all new contracts for the implementation of PMD activities.- Performs assistance to project record keeping.- Support in Meeting Preparation by arranging meeting schedule and reserving meeting room.- Conducts Clerical duties such as filing, responding to e-mails and preparing documents.- Maintains office supplies by checking and maintenance (on-site) inventory
2. Finance and Accounting
· Monitor accounting process, performs financial administration, and provides support to budget preparation/ request of funds· Operate petty cash and maintaining cash book/bankbook, monitor the daily cash flow record for transaction.· Responsible for cash management in accordance with the receipts presented on a daily base.· Checks incoming invoices and arranges the payment.· Supervises and guides the preparations for the annual Internal Control as well as ensures that the results and recommendations are applied
3. Event Management
· Manage logistics and documentation of meetings, workshops, recruitment interview and other programme activities inside and outside the office
4. Contracts and Procurement
· Prepare, arrange and follow-up contracts and procurements for local consultants based on ToR with the respective GIZ units (country office)
· Monitor the status of contract implementation and payment by using a database
· Coordinate and communicate with contract officer in the country office
· Monitor and follow up the possible tax exemption/restitution process
· File contract documents where required according to PuR
5. Other duties/additional tasks
· Performs other duties and tasks at the request of the team leader· Contributes actively to a good working climate and team working within the programme
- Required qualifications, competences and experience
Qualifications
- At least Bachelor's Degree in Economics, Accounting or equivalent
- At least 5 years of experience in similar or equivalent positions
- Good understanding of GIZ Processes and Rules (PuR) regarding financial and administrative management is an asset
- Experience working 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. German proficiency is an asset.· Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. Office 365)· Excellent understanding on accounting and financial operations (bills & voucher checking, payment processing, planning)· Must be a strong team player, organized, detail oriented and efficient.· Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.· Reputation of integrity, credibility and firmness
Direct Supervisor: PMD Team Leader/DV
Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on 12th September 2022.
Please indicate your application by putting the following code in the subject line: PMD – AS.
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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