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 ASEAN region is one of the fastest growing regions in the world with high population growth and rapid urbanisation. Cities and municipalities lack the resources and capacity to ensure clean air and land, as well as basic supplies in the water, waste and energy sectors, although these areas are the key to a good quality urban environment and services of general interest. In 2016, the volume of waste generated in Southeast Asia reached around 150 million tonnes which is one of the big challenges and critical problems the region is facing.
Cities and municipalities, particularly in the less developed and more rural ASEAN Member States (AMS), face considerable difficulties in ensuring basic waste management services for their citizens. Against this background, the ASEAN Municipal Solid Waste Management Enhancement (AMUSE) was initiated. The project is funded by the Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH in close cooperation with the ASEAN Secretariat (ASEC).
The project aims to contribute to improved environmental quality in medium-sized cities in the ASEAN region by strengthening the competencies for optimizing waste disposal and recycling in small and medium-sized tourist cities. This project will particularly provide service packages in Vietnam, Laos, Cambodia and Thailand. Based at the ASEAN Secretariat in Jakarta, Indonesia, GIZ seeks a qualified Indonesian candidate for one (1) position of:
Administrative Specialist
A. Responsibilities
· Guide the project team on administrative procedures and ensure that GIZ rules and regulations are followed in project implementation
· Coordinate the procurement of goods and services in coordination with the project staff and GIZ Country Office
· Manage organisational and secretarial matters related to the office operations and cooperation in the team
B. Tasks
1. General administration and office management
· Keep up to date on procedures and rules of GIZ and set up internal standard operating procedures (SOP)
· Guide the project team on administrative procedures / SOP to ensure activities are implemented efficiently and in accordance with rules and regulations
· Coordinating all administrative, internal services and logistic arrangements of project activities (e.g. meetings, seminars, trainings and workshops)
· Ensure a smooth operation of the office and a safe and efficient working environment, including compliance with the health and safety requirements of GIZ
· Manage office equipment supply and maintenance
· Manage travel arrangements for project personnel and partners in coordination with GIZ Country Office and support the Financial Specialist in the settlement of related claims
· Organise logistics for internal and external events
· Act as a point of contact and correspondence in the project office for staff, partners, GIZ and stakeholders and coordinate further communication
· Support internal communication and knowledge management to facilitate the sharing of information
2. Procurement of good and services
· Coordinate the procurement procedures between project staff and GIZ Country Office
· Manage procurement and contracting independently, depending on the contract value
· Guide providers of products in services in preparing the required documents for payments
· Monitor ongoing contracts and procurements including payments, tax, obligo, and settlement
· Ensuring proper filing of documents (e.g. contracts, reports) in GIZ systems
· Manage the project inventory in GIZ systems (e.g. On-Site Assets)
· Manage the hand-over of goods to project partners and documentation in formats required by partners and commissioning parties (e.g. BAST Barang)
· Coordinate closely with the Financial Specialist to follow up on contracts and related payments
3. Other tasks
· Manage formal procedures for international experts, e.g.: visa, assignment letters, and recommendation letters from the counterpart
· Assist the Principal Advisor in Human Related procedures, e.g. contract extensions, staff insurance, trainings and onboarding
· Support the GIZ internal audit process for the project
· Manage requests for and distribution of mobile phones, oversee official and private mobile phone use by project staff and process reimbursements
· Manage the use of the project vehicle including logbook, fuel consumption and overtime calculation for drivers
· Actively contribute to a positive working environment and team spirit in the project
C. Required qualifications, competences and experience
Qualifications and experience
· University degree in business administration, accounting, communication or a related field
· At least five (5) years of experience in a similar position, being fully responsible for the administrative procedures and office management of international cooperation projects
· At least ten (10) years of experience in office management, accounting and administration, preferably in an international organisation
· Experience working in partnership with the Government agencies is preferred
· Knowledge of GIZ administrative procedures, e.g. Onsite Asset Management, is considered an advantage
Additional competences
· Good working knowledge of information and communication technologies and office software (e.g. Microsoft)
· Excellent proficiency of English language; German knowledge is considered an advantage
· Flexibility, service orientation and ability to work efficiently in a fast-paced working environment
· Well organized, focused, proactive, and positive working attitude
· Excellent interpersonal communication skills, including the ability to encourage collaboration with other programs, international offices, and partners
· Aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy
· Adaptable to rapidly changing priorities and able to manage multiple deadlines and deliver high quality work products
· Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management
Duty Station: Jakarta
Joining Date: 1 October 2022
Direct Supervisor: Principal Advisor
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by August 31st, 2022, with subject line AMUSE – 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
