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.
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
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. Task
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
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
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· Supports the team in organising and implementing events (trainings, workshops) to make sure it runs well according to ToRs and PuR.
· Assists the Lampung colleagues to 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
· participates in project meetings and in office finance and admin team meetings to understand needs and ensure smooth support
· Supervise and monitoring tasks of supporting staff (driver, office assistant)
· interprets and translates as required
· performs other duties and tasks as assigned by the Principal Advisor and/or the Senior Administrative Professional.
· Assist the Cluster Coordinator and Country Director on overarching issues related to the implementation of GIZ corporate strategy (eq. Vision 2028)
C. Required qualifications, competences, and experience
Qualifications
· Bachelor's degree in business administration, accounting or financial management
· At least 3 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
· 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: Lampung
Joining Date: ASAP
Direct Supervisor: Senior Finance Manager
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by February 8th, 2024 with subject line SASCI+ AS (Lampung) - Repost
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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