The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations on behalf of the German Government.
The project "Reduce, Reuse, Recycle to Protect the Marine Environment and Coral Reefs" supports the Association of Southeast Asian Nations (ASEAN) member states in the improvement of implementation capacities for reducing land-based waste leakage to protect the seas. The project outcome includes four output areas. Based on the "ASEAN Framework of Action on Marine Debris" the regional cooperation and knowledge management among the ASEAN working groups will be enhanced. The second area of activity focuses on the development of national measures for waste leakage reduction within the focal ASEAN member states (Indonesia, Philippines, Viet Nam and Cambodia) as well as their transmission to strategies on local level. The third area of activity focuses on involving the private sector to develop approaches for waste leakage reduction along the value chain. Pilot projects along the value chain from sustainable consumption to enhanced waste collection and recycling will be implemented in a fourth area of activity in selected municipalities.
GIZ seeks a qualified Indonesian candidate for one (1) position of:
Junior Administrative Specialist (for events)
to provide support related to all administrative tasks including organizing travel for staff and partners, organizing events, as well as to provide administrative support to our project staff in Cambodia, the Philippines, and Viet Nam, as deemed necessary.
A. Responsibilities
Generally, the Junior Administrative Specialist performs her/his duties in accordance with guidance defined by the Project Principal Advisor and in coordination with Specialists and Advisors in higher bands. The incumbent shall particularly extend her/his support to the Administrative Professional who serves as the chief aide of the Principal Advisor, by:
- supporting a smooth and uninterrupted functioning of the office site through organized and coordinated work mechanisms, effective problem-solving of day-to-day concerns, in particular through the management of events and logistic support for planned events (workshops, conferences, trainings) and further administrative tasks.
- liaising with the project team in Cambodia, the Philippines, and Viet Nam, as deemed necessary.
B. Tasks
1. Logistics and event management support
- In coordination with the technical Advisor in charge, assists in drafting the event planning and list of logistical items needed
- Assist in overseeing the overall event management (virtual or face-to-face): logistical and administrative event planning and coordination with on-site visits pre, and post event.
- Assist in establishing and drafting the budget estimation and per diem calculations for participants, as well as the event expense report
- Liaises with necessary entity for what refers to the relevant materials necessary for the event such as platforms/venues; briefing notes; registration forms; administrative notes; agendas; visibility materials, merchandise, document kits
- Liaises with participants, supports registrations; manages travel bookings/reservations
- Supports the production of registration and confirmation letters, invitation letters, name badges, VIP and speaker name cards, list of attendees etc. Keeps track of RSVP, maintaining calendars
- In close coordination with the Communication Expert, supports the preparation of visibility material for events
- In close coordination with the Procurement officer, supports the preparation of visibility and materials production
- Undertakes travels and attend events as appropriate
2. Office Administration
- Assist in all administrative and logistical arrangements of the project, with a particular focus on event organisation/management (virtual, hybrid and in-person)
- Assist with local procurement, IT and database systems and infrastructure
- Assist in communication network of the project office, both external and internal
- Assists with the preparation and documentation of (team) meetings
- Assist in work of other administrative staff and/or other tasks relevant to the job or organization unit when the need arises and participates in task teams and other corporate entrepreneurial or strategy-linked endeavors
3. Finance and Accounting
- Support monitoring and accounting processes, financial administration and budget preparation
4. Other duties/additional tasks
- Perform other duties and tasks at the request of the project leader
- Contribute actively to a good working climate and team working within the project
Qualifications
- University degree in relevant fields, e.g., accounting, management or business administration, office management, communication or equivalent experience
Professional experience
- At least two years of professional experience in a secretarial or executive assistance role, preferably in international context or similar roles
- Previous experience in organising high-level events is considered an asset
- Previous experience in organising high-level events and/or volunteering activities is considered an asset
Other knowledge, additional competences
- Excellent communication skills and spoken and written English
- High proficiency with/ excellent command of Microsoft Office
- Strong planning, organizational, and problem-solving skills
- Expertise in office administration and familiarity with finance and accounting principles and processes
- Ability to work in an intercultural environment
- Reputation of integrity, credibility and firmness
Direct Supervisor: Project Principal Advisor
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by November 24th, 2022 with subject line 3RproMar – 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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