The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German federal enterprise. We work to shape a future worth living in over 120 countries around the world.
Since 2013, GIZ and the International Placement Services (Zentrale Auslands- und Fachvermittlung, ZAV) of the German Federal Employment Agency (Bundesagentur für Arbeit, BA) cooperate in the joint project "Triple Win" for the recruitment of nurses from third countries for placement of work in Germany.
In Indonesia, the annual number of graduate nurses surpasses the domestic demand on the labour market, and Indonesian nurses show interest in a career abroad. While in Germany, the nursing sector is facing a significant shortage of nurses, which is projected to still grow in the future. According to expert estimates, the nursing sector will need 150,000 new nurses by 2025.
In July 2021, the Indonesian Migrant Workers Protection Board of the Republic of Indonesia (BP2MI) and the Federal Employment Agency (Bundesagentur für Arbeit, BA) have forged an agreement on the Placement and Protection of Indonesian Health Professional in the Federal Republic of Germany. The objective is to establish a safe, orderly and regular mechanism for the recruitment and placement of Indonesian nurses for work in Germany. The placement agreement will be implemented in cooperation with BP2MI through the "Triple Win" programme.
GIZ is seeking one qualified Indonesian candidate for the following position:
Junior Finance & Administrative Specialist
(Job Title in SAP: Junior Administrative Specialist)
The main responsibility of the Junior Finance and Administrative Specialist shall include, but not limited to, the following areas:
- Ensure that financial administration and administrative procedures of the Triple Win Programme are properly implemented in accordance with GIZ standards.
- In coordination with the advisor (coordinator) and Finance and Admins Specialist ensures and controls the quality of internal management services related administration (contracts, travel & event, procurement of goods, inventory, and IT) based on PuR
- Support adequately project finance/admin documentation as well as knowledge dissemination, including filing of documents in reference files or in DMS in line with GIZ's filing rules.
- Support good communication and flow of information about administrative issues within the project/programme and with the GIZ Country Office Indonesia and Triple Win Germany
- Support a smooth and uninterrupted functioning of the office site through organized and coordinated work mechanisms, effective problem-solving of day-to-day concerns, and the provision, through the appropriate administration-related reports, of critical inputs for management decision.
B. Tasks
1. Office Administration
- Support the administrative and logistical arrangements of the programmes implementation.
- Technical Support – Assists the Nurses (participants) in preparation of documents for translation, filing of application for recognition at the competent authorities in Federal Republic of Germany, and follow-up on recognition status.
- Assist the participants for possible certification process at the German Embassy Jakarta and support the checking of their visa application documents
- Administrative Support – Support in the organization and preparation of the following:
Support in Meeting Preparation by arranging meeting schedule and reserving meeting room.
Conducts Clerical duties such as filing, responding to e-mails and preparing documents.
Maintains office supplies by checking and maintenance (on-site) inventory
2. Finance and Accounting
- Support to monitor accounting process, performs financial administration, and provides support to budget preparation/ request of funds.
- Operate petty cash and maintaining cash book, monitor the daily cash flow record for transaction.
- Checks incoming invoices and reimbursement for the participants and arranges for the payment process.
- Support the preparations for the annual Internal Control as well as ensures that the results and recommendations are applied.
3. Travel and Event Management
- Support the logistics and documentation of meetings, workshops, recruitment interview and other programme activities inside and outside the office.
- Support the logistical aspects of national and international visit
- Support the procurement of flight tickets for the participants departure to Germany in coordination with the advisor in charge of departure process.
- Support the coordination/filing/monitoring of flight ticket invoices.
- Provides general support to the Team Leader, the management staff and other colleagues as appropriate and necessary.
- Contributes actively to a good working climate and team working within the programme
- Support knowledge management process within the team
Qualifications
- At least a bachelor's degree at any related majors
- at least 4 years of experience in similar or equivalent positions
- good understanding of GIZ Processes and Rules (PuR) regarding financial and administrative management is an asset
- experience working in development organizations similar to GIZ and with relevant government and international entities is highly desirable.
Other knowledge, requirements and additional competences
- proficiency in English and Bahasa Indonesia, both written and oral. German proficiency is an asset.
- good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. Office 365)
- excellent understanding on accounting and financial operations (bills & voucher checking, payment processing, planning)
- must be a strong team player, organized, detail oriented and efficient.
- willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
- Reputation of integrity, credibility and firmness
Joining Date: a.s.a.p.
Direct Supervisor: Senior Advisor (Coordinator)/ Project Manager of Triple Win Project
Please submit your motivation letter, comprehensive resume and copy of your educational certificate (including trainings and list of references) as attachments to recruitment-indo@giz.de by August 18th, 2023, with subject line Triple Win – Junior Finance & Admin Jakarta.
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.
Only short-listed candidates will be notified
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