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 „Sustainable Agricultural Supply Chains in Indonesia (SASCI)“ project, in collaboration with its main government partner, Ministry of Agriculture (specifically the Directorate General of Estate Crops) supports the Government of Indonesia in its efforts to reduce GHG emissions from deforestation and forest degradation by promoting sustainable supply chains for selected agricultural commodities (primarily but not exclusively palm oil and natural rubber) by independent smallholder farmers in Kapuas Hulu district, West Kalimantan.
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. 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. SASCI+ is implemented together with the Indonesian Ministry of Agriculture, the political partner of the project and in close cooperation with the bilateral GIZ portfolio related to agriculture and forestry.
To support the implementation of the projects and ensure the smooth processing of procurement of services and goods for both projects, we seek one (1) motivated and qualified Indonesian candidate to support the team in Jakarta and coordinate intensively with the existing finance and admin team in the hub offices in Pontianak, Putussibau, and Palu for:
Administrative Specialist - Jakarta based
A. Responsibilities
In coordination with the SASCI/SASCI+ Senior Administrative Professional and in close collaboration with Technical Advisors and Admin/Finance Officers of both projects, the Administrative Specialist will have the following responsibilities:
- ensures that financial administration and administrative procedures are properly implemented in accordance with GIZ standards
- handles formalities, procurement of services and goods, assets, and IT matters based on PuR
- communicates and coordinates effectively with all SASCI/SASCI+ team members in the four hub offices in Jakarta, Pontianak, Putussibau, and Palu as well as with the GIZ Country Office Indonesia
- liaises with the regional project offices and the GIZ Country Office Indonesia, and with the counterparts on administration and project issues
- files documents in reference files, in DMS in line with GIZ’s filing rules and in Teams
B. Tasks
1. Secretariat Work and Services
- in coordination with the Senior Administrative Professional, National Advisor and the Formalities unit at the GIZ Country Office Indonesia, manages and handles the formality documents of international experts, e.g.: visa, assignment letters, and recommendation letters from the counterpart
- in coordination with the Senior Administrative Professional, National Advisor, and Finance Professional follows up the documentation of tax restitution/exemption letters until getting the restitution/ exemption letter from Setneg and Badora (Ministry of Finance) and monitors and follows up the tax restitution/exemption process for contracts and procurement of goods
- participates in internal and external (team) meetings and workshops and assists with the documentation of these through minutes
- prepares information and materials and provides other support to events or activities on behalf of the technical staff
2. Contract and Procurement Management
- prepares, arranges, and follows up procurement of services and goods with values up to EUR 1.000 based on ToR and/or official written request for project main office in Jakarta
- in coordination with the requesting staff and the Contract and Procurement Officer (CPO) at the GIZ Country Office Indonesia, supports the arrangement of procurement of services and goods with value above EUR 2.500 based on ToR and/or official written request
- in coordination with the Senior Administrative Professional, Finance Professional, International Finance Manager, and the GIZ Country Office Indonesia, maintains, monitors, and regularly updates an overview of on-going contracts and procurement of goods including the payments, tax, obligo, and settlement at project level, GIZ Country Office Indonesia, and GIZ Headquarters
- files 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 such as OneDrive
3. Inventory/ Asset Management
- enters and monitors inventory data for the project office in Jakarta in On-Site Assets and archives the relevant documentation in line with PuR
- in coordination with the Senior Administrative Professional and the Administrative Professionals of the hub offices in Pontianak, Putussibau, and Palu, 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
4. Other duties/additional tasks
- maintains an overall good flow of administrative information on procurement of services and goods and its regulation and provides advice and inputs to the staff of the projects
- assists all staff to ensure compliance with PuR and the GIZ Code of Conduct at the national and regional level
- organises the maintenance of the office equipment
- participates in project meetings and in office finance and admin team meetings to understand needs and ensure smooth support
- performs other duties and tasks as assigned by the Principal Advisor and/or the Senior Administrative Professional.
C. Required qualifications, competences and experience
Qualifications
- Bachelor’s Degree in Economics, Accounting or equivalent
- at least 5 years of experience in similar or related positions
- 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 like 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.
- 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, organized and efficient.
- willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.
Joining Date: As soon as possible
Direct Supervisor: Senior Administrative Professional SASCI/SASCI+
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by November 17th, 2021 with subject line SASCI – AS(JKT)
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.
