Advancing digital development is one stand-alone development policy objective that the German Federal Ministry for Economic Cooperation and Development (BMZ) is particularly committed to pursuing together with its international partners. On behalf of BMZ, the Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH is implementing the Global Programme Digital Transformation to develop innovative BMZ flagship projects on a global scale. Under the flagship “Local Innovation” digital ecosystems in partner countries are being supported.
The Digital Transformation Center (DTC) Indonesia is part of this global initiative and supports Indonesia in its national digital transformation. The overall aim is to narrow the digital divide, reduce disparities and to give all population groups equal opportunities to benefit from the prospects of digitalisation while enabling them to assess its risks independently. The Digital Transformation Centre Indonesia focusses in particular on the two elements of (1) digital entrepreneurship & innovation ecosystems and (2) government advisory. It is extended by the Make-IT Indonesia initiative.
Overall, as global partners, Indonesia and Germany are determined to work together to deliver sustainable, climate-neutral and resilient development that benefits the planet as well as its people. The DTC Indonesia therefore is embedded into the wider Indonesian-German development cooperation and its priority areas of:
- Responsibility for the planet (climate and energy)
- Protecting life on earth (environment and natural resources)
- Training and decent jobs (sustainable growth).
We are looking for an administrative specialist to join our young and vibrant team working on the implementation of the Digital Transformation Center and Make-IT Indonesia.
To support implementation of DTC, we seek one (1) motivated and qualified Indonesian candidate for:
Administrative Specialist
A. Responsibilities
The main responsibility of the Administrative Specialist shall include, but not limited to, the following areas:
- Ensure that financial administration and administrative procedures of the 1. Digital Transformation Centre and 2. Make-IT Indonesia, are properly implemented in accordance with GIZ standards
- Supporting the Head of the Digital Transformation Centre and technical advisors in all administrative tasks for the successful implementation of the project
- Support other admin officers of other projects in the cluster in administrative tasks
- Handle formalities, procurement of services and goods, assets, and IT matters based on PuR (GIZ Rules and Regulations)
- Manage adequately project documentation as well as knowledge dissemination, including filing of documents in reference files or in DMS in line with GIZ’s filing rules
- Maintain good communication and flow of information about administrative issues within the project/programme and with the GIZ Country Office Indonesia, as part of a wider Admin Team
- Ensures 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
The administrative specialist will perform the following tasks under disciplinary supervision of the Head of the Digital Transformation Centre.
1. Office Administration
· Oversees all administrative and logistical arrangements of the project· Manages local procurement, IT and database systems and infrastructure· Organizes communication network of the project office, both external and internal· Oversees work of support personnel· Takes over work of other administrative staff and/or other tasks relevant to the job or organization unit when the need arises and participates in task teams and other corporate entrepreneurial or strategy-linked endeavors
2. Finance and Accounting
· Monitors accounting process, performs financial administration and provides support to budget preparation;· Operate petty cash including maintaining cash book, monitor the daily cash flow record for transaction;· Responsible for cash management in accordance to the receipts presented on a daily base;· Arrange and execute monthly payment such us office operational (mobile phone, internet/email and other fee) and its administration;· Checks incoming invoices and arranges the payment;
3. Event Management
· Manage logistics and documentation of meetings, workshops, seminars and other project activities inside and outside the office
· Coordinate equipment etc. required for meetings with the responsible technical person
· Coordinate project’s events and activities
4. Contracts and Procurement
· Prepare, arrange and follow-up contracts and procurements for local consultants based on ToR with the respective GIZ units (country office)
· Monitor the status of contract implementation and payment by using a database
· Coordinate and communicate with contract officer in the country office
· Monitor and follow up the tax exemption process for contracts and procurement
· File contract documents where required according to O&R
5. Other duties/additional tasks
· Performs other duties and tasks at the request of the project leader· Contributes actively to a good working climate and team working within the project· Supports the administration of smaller projects in addition to the Digital Transformation Centre and Make-IT
C. Required qualifications, competences and experience
Qualifications
· University degree in relevant field: accounting, management or business administration, office management or equivalent experience
Professional experience
· At least five (5) years professional experience in a secretarial or executive assistance role.
Other knowledge, additional competences
- Excellent communication skills and spoken and written English and Bahasa Indonesia
- High proficiency with/ excellent command of MS Office
- Expertise in office administration and familiarity with finance and accounting principles and processes
- Ability to work in an intercultural environment
- Reputation of integrity, credibility and firmness
Joining Date: ASAP
Direct Supervisor: Head of Digital Transformation Centre
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by 7 January, 2022 with subject line DTC – AS
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.
