The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. Its corporate objective is to improve people's living conditions on a sustainable basis. GIZ has been working in Indonesia since 1975 on behalf of the German Federal Ministry for Economic Cooperation and Development (BMZ). In Indonesia, GIZ is implementing various energy projects under the umbrella of the Energy Transition Cluster Indonesia/ASEAN. These projects are commissioned by mainly the German government, represented by the German Federal Ministry for Economic Cooperation and Development (BMZ) and the International Climate Initiative, represented by the German Federal Ministry for Economic Affairs and Climate Action (BMWK).
As one of the measures under the Energy Programme, the "Solar Cold Chains for a Green Economy in Indonesia" (SOCOOL) Project shall create suitable technological and market framework conditions to enable a long-term reduction of CO2 emissions in Indonesia's cooling sector.
To support the SOCOOL team and other projects located at the Energy Program office, we are looking for:
Office Assistant
Responsibilities
The incumbent will perform the scope of the following tasks, but is not limited to:
- Prepare meetings at GIZ offices especially with external stakeholders, e.g. from government
- Handle and overview of meeting room booking
- Responsible for the successful operation and administration of the internal meeting
- Ensuring that all meeting activities are carried out professionally to standards and at the highest level of service
- Keep office premises clean and tidy and up to standard
- Liaise with vendors for uploading and unloading
- Supervising the vendor's work after office hours and/or on the weekends for event
- Tasks
1. Meeting Services
- Maintain and overview of all rooms including its furniture, carpets and windows
- Set up and prepares the meeting rooms one day before the event/meeting
- Control and maintain meeting equipment such as, cutlery, glassware, plates, etc.
- Maintain and set up meeting equipment such as; LCD, Laptop, Screen, Audio, etc.
- Provide beverages and snacks, e.g. serves coffee, tea and refreshments for meeting participants, guests and visitors
- Ensure that meeting equipment are provided and usable
- Prepare, set up and control signage for all meetings.
2. Support Office Communication and Administration
- Make photocopies and scan documents
- Purchase and overview of groceries for the office supply
- Check and maintain office logistics (supplies and stationeries) and report it to admin specialist.
- Support the office for messenger services, e.g: sending letters and messages.
- Support the admin specialist and/or finance office in filing and organizing support documents of project.
- Support in labelling inventory.
- Maintain storage system for meeting equipment and supplies and other storage.
3. General tasks
- perform work related errands as requested if and when required
- report damage to office areas and equipment
- organises and monitors maintenance and repair
- Required qualifications, competencies and experience
Formal Education
- High School diploma, SMK or equivalent;
Professional Experience
- At least 3 years' work experience in same field or a comparable position with references;
Other Qualifications
- Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office).
- Advanced knowledge of IT support tasks (troubleshooting IT errors, laptop preparation, etc) is of advantage
- Sufficient knowledge in English;
- Ability to work in an international team and under pressure;
- Basic knowledge of service standards, guest relations, food and beverage preparations as well as etiquette;
- Reliability and good organisational skills.
Duty Station: Jakarta
Joining Date: a.s.a.p. (preferred 1 November 2023)
Direct Supervisor: Head of Admin of Energy Program
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by October 18th, 2023 with subject line SOCOOL OA
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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