The German Government (represented by the Deutsche Gesellschaft fuer Internationale Zusammenarbeit GIZ GmbH) has been supporting the Indonesian Government (represented by the Corruption Eradication Commission/CEC) in corruption prevention since 2007. The current phase of the cooperation project: Corruption Prevention in the Forestry Sector (CPFS) is supporting the Indonesian Corruption Eradication Commission KPK to fulfil its mandate with a focus on corruption prevention in the forestry sector. CPFS is funded by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ (German International Cooperation) with the Corruption Eradication Commission as the Project Executing Agency.
CPFS improves the effectiveness of corruption prevention in the forestry sector. By strengthening the capacity of relevant actors at national, provincial, district levels and the private sector for streamlining planning and licensing according to law, it also contributes to a coherent national and regional policy and regulation of the forestry sector. Hence, the three key work areas of the project are (1) regulatory and integrity standards in the forest sector through analysis, legal expertise, research and advocacy; (2) Strengthening the institutional capacity of the KPK, local governments and their administrative bodies and (3) improves the participation of local communities, NGOs, IPs and companies in state-led corruption prevention in the forest sector. In relation to the geographical coverage, it was agreed between KPK and BMZ that the Project works in Papua land.
The Corruption Prevention in the Forestry Sector (CPFS) is seeking one qualified Indonesian candidate for the following position:
Administrative Specialist
A. Responsibilities
· Guide the project team on administrative procedures and ensure that GIZ rules and regulations are followed in project implementation
· Coordinate the procurement of goods and services in coordination with the project staff and GIZ Country Office
· Coordinate organisational and secretarial matters related to the office operations and cooperation in the team
B. Tasks
1. General administration and office management
· Keep up to date on procedures and rules of GIZ and set up internal standard operating procedures (SOP)· Guide the project team on administrative procedures / SOP to ensure activities are implemented efficiently and in accordance with rules and regulations
· Coordinating all administrative, internal services and logistic arrangements of project activities (e.g. meetings, seminars, trainings and workshops)
· Ensure a smooth operation of the office and a safe and efficient working environment, including compliance with the health and safety requirements of GIZ
· Manage office equipment supply and maintenance
· Manage travel arrangements for project personnel and partners in coordination with GIZ Country Office and support the Financial Specialist in the settlement of related claims
· Organise logistics for internal and external events
· Act as a point of contact and correspondence in the project office for staff, partners, GIZ and stakeholders and coordinate further communication
· Support internal communication and knowledge management to facilitate the sharing of information
2. Procurement of good and services
· Coordinate the procurement procedures between project staff and GIZ Country Office· Manage procurement and contracting independently, depending on the contract value
· Guide providers of products in services in preparing the required documents for payments
· Monitor ongoing contracts and procurements inFcluding payments, tax, obligo, and settlement
· Ensuring proper filing of documents (e.g. contracts, reports) in GIZ systems
· Manage the project inventory in GIZ systems (e.g. On-Site Assets)
· Manage the hand-over of goods to project partners and documentation in formats required by partners and commissioning parties (e.g. BAST Barang)
· Coordinate closely with the Financial Specialist to follow up on contracts and related payments
3. Other tasks
· Manage formal procedures for international experts, e.g.: visa, assignment letters, and recommendation letters from the counterpart· Assist the Principal Advisor in Human Related procedures, e.g. contract extensions, staff insurance, trainings and onboarding
· Support the GIZ internal audit process for the project
· Manage requests for and distribution of mobile phones, oversee official and private mobile phone use by project staff and process reimbursements
· Manage the use of the project vehicle including logbook, fuel consumption and overtime calculation for drivers
· Actively contribute to a positive working environment and team spirit in the project
C. Required qualifications, competences and experience
Qualifications and experience
· University degree in business administration, accounting, communication or a related field· At least ten (10) years of experience in a similar position, being fully responsible for the administrative procedures and office management of international cooperation projects
· At least ten (10) years of experience in office management, accounting and administration, preferably in an international organisation
· Experience working in partnership with the Government agencies is preferred
· Knowledge of GIZ administrative procedures, e.g. Onsite Asset Management, is considered an advantage
Additional competences
· Good working knowledge of information and communication technologies and office software (e.g., Microsoft)· Excellent proficiency of English language; German knowledge is considered an advantage
· Flexibility, service orientation and ability to work efficiently in a fast-paced working environment
· Well organized, focused, proactive, and positive working attitude
· Excellent interpersonal communication skills, including the ability to encourage collaboration with other programs, international offices, and partners
· Aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy
· Adaptable to rapidly changing priorities and able to manage multiple deadlines and deliver high quality work products
· Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management
Joining Date: 1 October 2022
Direct Supervisor: Principal Advisor of CPFS
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 September 21st, 2022
Please indicate your application by putting the following code in the subject line: CPFS – 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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