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 "Transformation of Agricultural and Food Systems". 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.
Agricultural commodities like coffee, cocoa, natural rubber, palm oil, or soybean play an important role in rural development in many developing and emerging countries - where they form the basis for the life of millions of households. However, their production and processing are accompanied by numerous ecological, economic, and social challenges. Coffee, cocoa, palm oil, and soybeans are often perceived as drivers of deforestation and forest degradation. To minimize its contribution to deforestation and forest degradation, biodiversity loss and greenhouse gas emissions, the European Union (EU) has issued the EU Deforestation Regulation (EUDR).
The EU Commission is making available funding to the project "Sustainability and Value Added in Agricultural Supply Chains in Indonesia" (SASCI+), to enhance the understanding for and alleviate concerns about the EUDR in Indonesia. To do so, SASCI+ is supporting the EU Delegation in Jakarta through the provision of expertise on sustainable agricultural supply chains, engagement with key stakeholders in Indonesia as well as communication support to improve understanding of the elements and the expected impact of the EUDR.
The project is recruiting one Indonesian candidate as:
Junior Administrative Specialist
A. Responsibilities
• Contribute to smooth handling of administration and financial management matters related to the project activities
• Ensure that financial administration and administrative procedures properly implemented in accordance with GIZ standards.
• Follow and communicate rules and procedures of GIZ to team members and project partners
• Support the GIZ Team in organizational matters where needed
B. Tasks
1. Financial administration, Procurement and Contract
• Preparing procurement for service and goods with value up to EUR 1,000 in coordination with the requesting officer in compliance with GIZ PnR
• Support technical staff in requests for procurement for service and goods on administrative matters and in coordination with GIZ country office
• Ensuring the completeness supporting documents and verifying vouchers, incl. materially correctness for bank transactions ('Maker') to be released by GIZ
• Checking incoming invoices and coordinate with suppliers and service providers for service delivery and payments
• Collecting and preparing proper receipts for bookkeeping, calculations, indicating its cost classification, and recording it into Winpacss cash on a daily basis
• Support the monitoring of income and expenditure, and monthly cash reconciliation
• Administrative and financial handling of service provision contracts and the procurement of goods
• Following up third party receivable and monthly Error Sheet based on project and office journal
• Settling advances for all travel and event-related matters for related staff
• Operating the petty cash for the EU co-finance, including maintaining cash book
• Arranging monthly payments such us office operational (internet, mailing cost and other fee)
• Calculating mobile phone use between official and private use, as well as processing the reimbursement
2. Events and travel management
• Arranging event-related matters such as hotel reservation (meeting room / room accommodation)
• Support the organization and implementation of events including preparing the venue, coordinating invitations, registering participants and ensuring all administrative requirements are met
• Support the organization of online events including technical matters and coordination with participants
• Arranging travel such as booking tickets, flights, hotel reservation, transport, etc. for domestic travel in coordination with GIZ Country 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.)
• Supporting the settlement of advance payments for events and travel (RKA) for staffs and partners
• Review travel claims (Reisekostenabrechnung) by staff and submit it to GIZ Country Office Indonesia;
3. Secretarial work and support services
• Preparation of information, materials and other support to the technical staff
• Supporting with correspondence and facilitating the internal distribution of letters including recording of incoming and outgoing letters
• Filing documents into the online data management system
• Keeping track of and filing all asset related to the EU Co-finance
• Other tasks based on request of the manager
C. Required qualifications, competences and experience
• Bachelor's degree in business administration, accounting or financial management
• At least 5 years of professional experience in administration and bookkeeping, accounting or finance management
• Experience in providing organizational support in international development cooperation projects
• Good working knowledge of ITC technologies (related software, email, the internet) and computer applications (e.g. MS Office)
• Fluency in written and spoken English
Other knowledge, additional competences
• Knowledge of GIZ procedures and rules related to financial management and accounting is considered and advantage
• Willingness to acquire new knowledge as required by the tasks to be performed
• Pro-active attitude, flexibility and service orientation in a fast-paced working environment
Duty Station: Jakarta
Joining Date: As soon as possible
Direct Supervisor: Implementing Manager
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by October 26th, 2023 with subject line SASCI+ JAS (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)
Only short-listed candidates will be notified.
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