GIZ – FORCLIME Project Job Vacancy: Administrative Professional, Pontianak – West Kalimantan

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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 Forests and Climate Change Program (FORCLIME) in cooperation with the sectoral Program Sustainable Agricultural Value Chains and Standards supports the Government of Indonesia in their endeavor to mitigate the effects of climate change through forestry sector reform and biodiversity conservation and as a new intervention area on the establishment of sustainable agricultural value chains to reduce deforestation, caused by agricultural commodities. Pilot activities are being supported in the district of Kapuas Hulu, where a jurisdictional sustainable value chain initiative has been initiated by the district government. The initiative is supported by the German Federal Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ (German International Cooperation) with the district government and the Indonesian Ministry of Forestry as the current Programme Executing Agency.
The Programme’s overall objective is to improve forest protection while enhancing the livelihoods of rural communities and establish verifiable agricultural value chains from sustainable production in Kapuas Hulu up to the final export market. To achieve this goal, the Programme team assists the Indonesian Government in designing and implementing legal, policy and institutional reforms for the conservation of forests and the development of sustainable agricultural value chains, at local, provincial and national level. The support for sustainable agricultural practices and the traceability along the value chains towards the European markets are a new feature of the Programme, providing decision-makers with valuable experience of i.e. how the ISPO process could be implemented “on the ground”.
We seek a qualified Indonesian candidate for:
Administrative Professional
Responsibilities
  • Providing administrative services for the programme related to event, team travel and financial
  • Meeting the administrative needs of the office independently
  • Ensuring that financial administration functions well in accordance with GIZ standard procedures
  • Supporting and troubleshooting on all administrative issues within the projects
  • Communicating and coordinating effectively with colleagues in the administrative division and with officers at related offices
  • Liaising with the regional project offices, GIZ Country Office and with the counterpart on administration and project issues
  • Knowledge management
  • Filing documents in reference files, in DMS in line with GIZ’s filing rules and in DMS (GIZ file Station)
Office Coordination and Management
  • Responsible for maintaining and ensuring overall good flow of communication and information among the regional offices and GIZ Country Offices, procurement, project assets, the availability of office supplies, GIZ file system including DMS, and supervise the use of project vehicle and the work of supporting staff.

Secretarial Work and Administration

  • Assist in administration processes of the project as needed
  • Monitors the project activities from the administrative side according to the plan of operation
  • Organise the maintenance of the office equipment
  • Supervise office assistance & driver
  • Manages the vehicles arrangement, monitors vehicles logbook and ensures it is filled out properly by driver/user including monitor the validity of car insurance, prolongation of car licenses
  • Organises and updates project documentation, the filing systems and the project library
  • Maintain the filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
  • Update the filing system daily with incoming and outgoing correspondence
  • Monitor the inventory list for the program

Travel and Event Management

  • Responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.)
  • Coordinates with Office Manager in Jakarta on the mode of service delivery
  • Responsible for preparing and organising administrative and logistical (venue, travel, hotel and flight) aspects of programme activities (trainings, meetings, workshops, etc.)
  • Coordinate and organise rooms for meetings including needed equipment etc. required
  • Responsible for organizing administrative (DRA etc) and logistical aspects of team members traveling modes
  • Monitor the Millage (GFF, etc.)
  • Support for settlement advance for events and travel (RKA) for staffs in West Kalimantan

Cash Handling

  • Operate petty cash including maintaining cash book, monitor the daily cash flow record with IDR. 1.000.000,-maximum per 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

Financial Administration and Management

  • Collect and prepares proper receipts and supporting document
  • Prepare accounting for voucher and enter to petty cash including entry for electronic cash book
  • Operate petty cash, include maintenance and daily cash flow record
  • Responsible for bank management e.g. the opening of new bank accounts, monitoring of daily bank transactions, executing bank payments prior approval from Finance controller/Manager,
  • Bank transactions and Bankbook entries according to GIZ accounting principles
  • Monitors income, expenditure and the monthly bank reconciliation
  • Carries out accounting tasks using WINPACCS bank/cash book software and prepares monthly end-of-period accounts and bank reconciliation vouchers
  • Submits the end-of-month accounts from the project accounting, cash books and account balance vouchers (through or from WINPACCS) to Jakarta Office
  • Prepares monthly and annual budgets and monitors deviations
  • Monitors real accounts (payables, TPR/receivables), Obligo, Error Sheets follows up and reports regularly to the officer responsible for the contract and cooperation and the financial/office manager
  • Checks and calculates the Mobile Phone bill between official and private call, as well as processing of reimbursements
  • Preparation and Voucher verification, incl. materially correctness, for bank transactions (‘Maker’) to be released by the JKT office

Contract & Procurement

  • Preparation of contracts with a value below 2.500 EUR under the supervision of the CPO KLHK (Contract/Procurement Officer at KLHK)
  • Execute procurement process with a value below 2.500 EUR under the supervision of the CPO KLHK (Contract/Procurement Officer at KLHK)
  • Coordinate the process for contract and procurement above 2.500 EUR with the CPO KLHK (Contract/Procurement Officer at KLHK)

Communication, Public Relation (PR), Knowledge Management (KM)

  • Assists in communicating, updating and collecting information
  • Does documentation of successful outputs achievement
  • Uploads consultants reports and other outputs in DMS in line with GIZ’s filing rules

General tasks

  • Ensure good hospitality for visitors and pleasant work environment for team members
  • Interpret and translate as required

Other duties/additional tasks

  • Perform other duties and tasks on request of the management
  • Contributes actively to a good working climate and team working within the project

Required qualifications, competences and experience

Qualifications
  • University degree in office management/administration or similar area

Professional experience

  • At least 5-10 years’ professional experience in a comparable position

Essential skills, additional competences and other knowledge

  • In-depth knowledge of accounting software
  • Able to work on own initiative and with limited supervision
  • Good working knowledge of ITC technologies (related software, phone, fax, email, internet) and computer applications (e.g. MS Office)
  • Indonesian native speaker, very good command of English (written and spoken)
  • Good management and organisational skills
  • Willingness to update skills as required by the tasks to be performed

Duty Station: Pontianak

Joining Date: a.s.a.p.
Direct Supervisor: Senior Administrative Professional
Interested candidates should submit a motivation letter, CV, trainings attended and list of references (a must), addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on April 19th, 2019.
Please indicate your application by putting the following code in the subject line: FORCLIME – AP PNK
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 orNakula Sadewa _Reference)
Only short-listed candidates will be notified.

Lowongan Kerja ini diinformasikan oleh kerja-ngo.com dengan Kategori ADMINISTRATIVE, BORNEO, CLIMATE CHANGE, FASILITATOR, GIZ, KALIMANTAN, Lowongan Bulan Ini, PONTIANAK, PROGRAM OFFICER.

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