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 global program "Sustainability and Value Added in Agricultural Supply Chains" is part of the special initiative "ONE WORLD – No Hunger" (SEWOH). On behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ), the program promotes the sustainability of selected agricultural supply chains in partner countries.
To address sustainability challenges in agricultural supply chains, the program implements the project "Sustainability and Value Added in Agricultural Supply Chains in Indonesia" (SASCI+). SASCI+ focuses on natural rubber, palm oil, cocoa, and coffee in two biosphere reserves in West Kalimantan and Central Sulawesi as well as in Lampung Province. By increasing the sustainable production of agricultural commodities and strengthening downstream processing and market linkages, the project aims to increase the farmers' incomes, safeguard natural resources, and establish deforestation-free supply chains. SASCI+ follows a jurisdictional approach to align relevant stakeholders on shared objectives for sustainable production as a means for long-term market access and security of supply.
SASCI+ is implemented together with the Indonesian Ministry of Agriculture, as the political partner of the project. The project furthermore cooperates with provincial and district governments in the target areas as well as stakeholders from civil society, research, and the private sector involved in sustainable agricultural supply chains. The project works closely with two bilateral GIZ projects active in the same target area. In Lampung province, the project cooperates with a large buyer of Robusta coffee in an integrated development partnership. Furthermore, a development partnership with the private sector on sustainability in the pepper supply chain is implemented.
To support the implementation of GIZ projects in Lampung, GIZ GmbH is seeking a qualified Indonesian candidate for the position as Administrative Specialist.
Administrative Specialist
A. Responsibilities
· Ensure that financial administration and administrative procedures are implemented in accordance with GIZ standards and procedures for SASCI+ and a public private partnership· Handle accounting and financial management, procurement of services and goods, assets, travel and event management, and asset management· Coordinate administrative and financial processes with the project team and GIZ Country Office Indonesia· Ensure the smooth operation of the project office in Lampung
B. Tasks
1. Procurement and contracts
· Administrative and financial handling of service provision contracts and the procurement of goods below EUR 2,500
· Filing of contract and procurement of goods documents including consultant/ consultancy reports according to PuR in DMS, in shared Teams folders, and in other GIZ online storage platforms
· Checking incoming invoices
· Collects, prepares, and verifies proper accounting receipts and its supporting document incl. arithmetically correctness
· Manage the office rental arrangement
2. Financial Administration and Cash Management
· Operating the petty cash, including maintaining cash book· Support the monitoring of income and expenditure, and monthly cash reconciliation
· Arranging monthly payments such us office operational (mobile phone, internet/email and other fee)
· Collecting and preparing proper receipts for bookkeeping, calculations, indicating its cost classification, and recording it into Winpacss cash on a daily basis
· Ensuring the completeness of supporting documents and verifying vouchers, incl. materially correctness for bank transactions ('prepared')
· Following up third party receivable and monthly Error Sheet and office journal
· Maintains daily petty cash flow and daily bank transaction for payments with value up to EUR 2.500 prior approval from the Principal Advisor and/or delegated officer
· Records vouchers of cash and bank transaction to WINPACCS system according to GIZ accounting principles
· Carry out monthly end-of period petty cash and bank reconciliation and its submission to Accounting Officer at the GIZ Country Office Indonesia
· Monitor real accounts (payables, TPR/receivables), Obligo, Error Sheets follow up and reports regularly to Finance Professional
3. General administrative support and office management
· Manages the office administration processes in the project office in Lampung· Preparation of information, materials and other support to events or activities on behalf of the technical staff
· Supporting with correspondence and facilitating the internal distribution of letters including recording of incoming and outgoing letters
· Manage the vehicles rental arrangement, monitors vehicles logbook and ensures it is filled out properly by driver/user.
· Maintain the filing system for the office incl. incoming and outgoing correspondence, treats information confidentially, specifically in the areas of personnel and finance
· Ensure availability of office supplies and equipment
· Calculating mobile phone use between official and private use, as well as processing the reimbursement
4. Travel and Event Management
· prepares and organises administrative and logistical aspects (venue, travel, hotel, flight and equipment) of project activities (trainings, meetings, workshops, etc.) with value up to EUR 2.500· Assists the Lampung colleagues in preparing the duty trip request (DRA), prepares and verifies the advance and settlement of travel cost (RKA)
· Arranging travel for staff such as booking tickets, flights, hotel reservation, transport, etc. for domestic and international travel in coordination with the Jakarta Office
· Following up third party receivables for all travel & event-related matters, such as refunding air ticket, hotel payments, etc. based on project and office journal
· Monitoring the Millage (GFF, etc.)
5. Asset Management
· organises the maintenance of office equipment· enters and monitors inventory data/list of project office Lampung in On-Site Assets and archives the relevant documentation in line with PuR
· in coordination with the Administrative Professionals of Jakarta office prepares the hand-over documentation for assets (BAST Barang) to the partner institutions
· manages and ensures that supporting documents related to the inventory are well archived
6. Other duties/additional tasks
· Supervise and monitoring tasks of supporting staff (driver, office assistant)
C. Required qualifications, competences and experience
Qualifications
· Bachelor's Degree in Economics, Business Management, Accounting or equivalent· 5 years of experience in a similar position
· Sounds understanding of administrative and financial procedures in the context of development project management
· Experience in independently managing administrative procedures, ideally with full office management responsibility for a small office
· good understanding of GIZ Processes and Rules (PuR) regarding financial and administrative management will be considered an advantage
· experience working in GIZ or in development organizations in cooperation with government and international entities is highly desirable
Other knowledge, requirements, and additional competences
· proficiency in English and Bahasa Indonesia, both written and oral.· good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g., Office 365).
· excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
· proven negotiation skills with internal and external audiences including in complex and stressful circumstances.
· must be a strong team player, well organized and efficient.
· willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
Direct Supervisor: Team Leader
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by January 3rd, 2023 with subject line SASCI+ Administrative
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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