The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German public-benefit federal enterprise. GIZ works worldwide in the field of international cooperation for sustainable development and has over 50 years of experience in a wide variety of areas.
GIZ International Services (InS) is currently implementing the EU funded project "Enhanced Regional EU-ASEAN Dialogue Instrument".
The project's objective is to support ASEAN integration aiming at poverty reduction through inclusive and sustainable growth. By achieving its integration goal, the citizens of ASEAN Member States shall benefit from stronger, more equitable and sustainable economic growth, increased leverage as a union, and enhanced social opportunities. The facility's purpose is to support the implementation of the ASEAN Community blueprints, and subsequent plans, drawing on European experience and know how through sectoral policy dialogues (at all levels and including democratic institutions and Civil Society) supporting thus the policy development processes in areas of joint interest, and provide capacity building covering the three pillars (Security and Political, Economic, Socio-Cultural) of the ASEAN Community.
GIZ is seeking one qualified Indonesian candidate for the following position:
Administrative Assistant
A. Responsibilities
Provide general office administration support to the project team. In this context, the position holder fulfils the following tasks:
B. Tasks
1. Assist the Administrative Specialist and the Financial Specialist in general office administration, e.g.: delivery of letter/messages/invoices, payment of bills
2. Prepare the reception of visitors
3. Assist the Administration Manager or the staff-in-charge in preparation of meetings, including the set-up of telephone and video conferences as and when required
4. Assist the Administrative Specialist and the Financial Specialist in filing administrative and finance correspondences/documents
5. Assist the Administration Manager in the procurement of all office supplies
6. Assist the Administrative Specialist or the staff-in-charge in the preparation of workshop logistics, supplies and equipment as required
7. Assist the Administrative Specialist in the handling of travel arrangements (incl. flight and hotel booking, and other travel-related documentation) for the Core Team; and assist the staff-in-charge for travel arrangements in case of events
8. Assist the Administrative Specialist and the Financial Specialist in preparation of documentation related to Bankbook, Cashbook & Petty Cash, and reimbursement of advanced costs.
9. When so instructed by the Administrative Specialist, the Financial Specialist of a staff-in-charge, communicate with GIZ country offices and HQ, ASEAN and other stakeholders
10. Assist the project team for photocopies and scanning of documents, as required.
11. Assist the Administration Specialist for matters related to office IT maintenance and procurement, in coordination with IT Focal Point of GIZ country office
12. Support the Core Team in updating the event calendar
13. Assist the Administrative Specialist in monitoring National Staff leaves
14. Assist the Administrative Specialist in liaising with the ASEC Security Focal Point regarding project guests/visitors' attendance as required and in the compliance with the regulations in force.
15. Other administrative and secretarial tasks and ad-hoc support as requested and required by the project team for efficient and effective office management
C. Required qualifications, competences and experience
Formal Education
- Graduated at least Diploma 3 at any related majors
Professional Experience
- At least 2 year's professional experience in a similar position in an international context
- Prior experience with ASEC, EU and GIZ is considered an asset.
Other Qualifications
- Demonstrated ability to manage processes and maintain accurate records.
- Discipline, punctuality, resilience, and patience
- Demonstrated effective organisational skills and ability to handle work in an efficient and timely manner. Demonstrated ability to coordinate tasks to meet deadlines.
- Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Demonstrated ability to develop and maintain effective work relationships with counterparts.
- Ability to write in a clear and concise manner and to communicate effectively orally.
- Excellent communication and administrative skills
- very good working knowledge of all MS-Office applications, internet
- very good knowledge of English (speaking and writing), good knowledge of German would be an advantage
Duty Station: Jakarta
Direct Supervisor: Team Leader of E-READI Project
Expected Joining Date: a.s.a.p.
Interested candidates should submit a motivation letter and CV (including trainings attended and list of references), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on September 12th, 2022.
Please indicate your application by putting the following code in the subject line: E-READI – Administrative Assistant.
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) – the attachments are not more than 300 KB.
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