"The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations.
In the context of the bilateral cooperation between the Government of Germany and the Government of Indonesia, the Social Protection Programme (SPP) assists the Government of Indonesia in developing long-term strategies for a comprehensive system of Social Protection. The National Development Planning Agency (BAPPENAS) is its main partner. The collaboration was reinforced and strengthened during the German-Indonesian Government Negotiations in 2017. SPP is part of the "Sustainable Economic Development and TVET" priority area.
The New SPP aims to improve risk coverage and promote the independent economic existence of the poor and vulnerable to contribute to innovative approaches to complement the social protection system for the poor and vulnerable. The project works in the following intervention areas: (1) Adaptive Social Protection (ASP) with a focus on capacity development for BAPPENAS and another key stakeholder in performing their tasks to lead the policy consultation at the national level and facilitating the development of the strategic recommendation for expanding social protection against risks from extreme weather events and natural disasters; (2) Financial Inclusion by supporting PT Pos in modernising its services through the digital giro platform and expanding savings products which will increase access to financial services for poor and vulnerable groups; and (3) Labor market access for Person with Disabilities by providing advisory services and technical support for the development of the concept and strategy of inclusive design from employment promotion instruments and reform plans for the vocational education and training sector, through the Social Security Administering Body, BPJS Ketenagakerjaan and other key stakeholders.
Further, from the 1st of January 2022, SPP enters a new approach by introducing actuarial science technical support to redesign and rearrange the social security benefits for the Indonesian population and improve the programme's effectiveness and efficiency management under the leadership of Bappenas. This approach is aligned with President Joko Widodo's social protection reform agenda as endorsed on the 5th of January 2021.
GIZ is seeking 1 (one) qualified Indonesian candidate for the following position:
Administrative Specialist
A. Main Responsibilities
The incumbent is responsible but not limited for:
- 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
- ensure the project's administrative and financial procedures are properly implemented in accordance with GIZ standards
- in coordination with the Finance professionals and/or Advisors, ensures and controls the quality of internal management services related to 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 documents filling in reference files and DMS in line with GIZ's filing rules
- maintain good communication and flow of information about administrative issues within the project/programme with the GIZ Country Office Indonesia and counterpart
- ensures smooth and uninterrupted office functioning through organised and coordinated work mechanisms, effective problem-solving of day-to-day concerns, and the provision of critical inputs for management decisions through the appropriate administration-related reports
- administrative support for preparing the new commission, including the appraisal mission.
B. Tasks
1. Office Coordination
§ oversees all administrative and logistical arrangements of the programme in Jakarta and any other location following the project expansion§ administrative support in the organisation and preparation of the following:
- performs assistance to project record keeping (hardcopy, shall be needed, and DMS),
- compile and monitor the staff's annual and sick leave timesheet
- maintains office supplies dashboard monthly and prepare office supply request in coordination with Jr Administrative Specialist
- maintains the inventory record (On-Site Asset) and filing of the project responsible for the process of BAST (handing over) to Counterpart
- supporting the Principal Advisor and Finance Specialist in preparing the BAST Service, Quarterly Report to Counterpart and tailor-made report on-demand
- follows up on visa applications of AMAs and project guests, and international consultants
- supervising the mobile phone and telephone billing monitoring
- conduct clerical duties such as filing, responding to e-mails, and preparing documents.
2. Event and Hotel Management
§ manage logistics and documentation of meetings, workshops and other project activities inside and outside the office§ manage the logistical aspects of national and international visit
§ support in meeting preparatory work by arranging meeting schedules, reserving the meeting room and checking the required pieces of equipment with the support of Jr Administrative Specialist.
3. Travel Management
§ responsible for organising administrative and logistical aspects of team members' duty trips, partners, and business trip arrangement of the appraisal team§ monitor the mileage and/or frequent flyer monthly
§ monitor the settlement advance for events and travel (RKA).
4. Procurement of Goods 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
§ ensuring proper filing of documents (e.g. contracts, reports) in GIZ systems
§ carries out random checks of the petty cash and cash book and also on monthly closing
6. Financial Management
§ checks the vouchers and receipts for completeness and allocation to cost units and categories and corrects these where necessary§ reports all problems with financial administration and compliance without delay
§ provide regular updates on the procedures based on GIZ Indonesia Country Policy to the team
§ follow up and settles payables, TPR/receivables, and prepare monitoring sheets to provide management-related information under the supervisory of the Finance Specialist
§ assist with the preparations for the annual Internal Control.
7. Other duties/additional tasks
§ performs other duties and tasks at the request of the Principal Advisor§ all actions shall be in accordance with GIZ PuR
C. Required qualifications, competencies, and experience
Qualifications and experience
· university degree in management, business administration, accounting and financial management, and/or related fields· at least eight (8) years of experience in a similar position, being fully responsible for the office management and administrative procedures of international cooperation projects
· at least six to eight (6-8) years of experience in office management, accounting and administration, preferably from the international organisations
· experience working in partnership with government agencies at national and sub-national is preferred
· solid written and oral communication skills in English and Bahasa
· Knowledge of GIZ administrative procedures, e.g. Onsite Asset Management, is advantageous.
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 attitude, service orientation and ability to work efficiently in a fast-paced working environment
· well organised, focused, proactive, and positive working attitude
· excellent interpersonal communication skills, including the ability to promote coordination with other programs, and partners
· open-minded, solution-oriented manner, creative and
· familiar with the Sexual Harassment concept and its general policy, aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy
· expertise and work experience in multi-stakeholder partnerships is an added value
· demonstrate the ability to develop and maintain sound working relationships with high-ranking stakeholders and/or dialogue partners from government, academia, and civil society in the Social Protection Programme/Adaptive Social Protection fields
· 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 upon with the Principal Advisor
Duty Station: Jakarta
Expected to Join: 30.01.2023
Direct Supervisor: Principal Advisor
Interested candidates should submit a motivation letter, CV, training attended, and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on 02 January 2023.
Please indicate your application by putting the following code in the subject line: SPP – Administrative Specialist
Please name your file as follow the format:
[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate]_SPP – Administrative Specialist S
Only short-listed candidates will be notified.
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