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)
supports the Government of Indonesia in their endeavor to mitigate the effects
of climate change through forestry sector reform, capacity development and
implementation of best management practices for sustainable forest management
and biodiversity conservation. Demonstration activities are being supported in
selected districts of Kalimantan to Reduce Emissions from Deforestation and
Degradation (“REDD” activities). FORCLIME is funded by the German Federal
Ministry for Economic Cooperation and Development (BMZ) and implemented by GIZ
(German International Cooperation) and KfW, the German Development Bank, with
the Indonesian Ministry of Forestry as the Programme Executing Agency. The Programme’s overall objective is to reduce greenhouse
gas emissions from the forest sector while improving the livelihoods of
Indonesia’s poor rural communities. To achieve this goal, the Programme team
assists the Indonesian  Government  in  designing 
and  implementing  legal, policy  and  institutional 
reforms  for  the conservation  and sustainable management of
forests, at local, provincial and national level. Support to REDD demonstration
activities are a key feature of the Programme, providing decision-makers with
experience of how REDD can be implemented “on the ground”. We seek a qualified
Indonesian candidate for:

Personal Assistant to
Programme Director

 A. Responsibilities

• Support and provide
  administrative services for the Program Director and anything related to
  the tasks of the Program Director.
• Assists in Knowledge Management
  services for the Program, specifically in setting up the FORCLIME Document
  Management System (DMS) and electronic filing system in line with GIZ’s
  filing rules and social media
• Supports the external relations
  of the project, especially in electronic communication,  social media
  and the internet

 The technical professional performs the
following tasks:

B. Tasks

1.     Office Coordination and Management

• In cooperation with the Office Manager supports the Program Director in
  planning, updating and monitoring of Program activities;
• Circulate
  any information from the Program Director to team;
• Prepares
  meetings for the Program Director (PowerPoint presentation or translation);
• Assists
  administrative and logistical arrangements for FORCLIME events, where
  necessary;
• Interprets
  during meetings, where necessary;
• Independently organizes and coordinates the
  schedule and appointments of visitors from GIZ Headquarters and other visitors,
  where necessary; 
• Supports the communication with counterparts on
  national and local level in regards to requests and support letters

2.    
Knowledge Management

• Support
  Knowledge Management Officer to set up FORCLIME’s social media presence and
  assist with the website management;
• Ensuring
  the information flow from Program Director/Partner/Country Office to the
  relevant projects staff;
• Ensures
  the implementation of quality in line (QiL) in the project related to
  administrative responsibilities of Program Director in coordination with Office
  Manager and Financial Manager;
• Under
  the supervision of the Financial Manager manages documents of the FORCLIME
  internal server and GIZ DMS and treats information confidentially, specifically
  in the areas of financial matters;

3.     Secretariat Work and Administration

• Arranges appointments and meetings and manages the
  personal agenda of the Program Director by granting access to the email of the
  Program Director and reply email internally;
• Prepares correspondence and documentation in
  German, English and Indonesian, including translation if required, and
  formulate replies independently after consultation with the Program Director;
• Prepares information, materials and other support,
  including research on project related topics for events or activities on behalf
  of the program director;   
• Participates in internal and external (team) meetings
  and workshops and assists with documenting these, e.g. by taking minutes;
• Prepares and follows up on official travels of the
  Program Director including travel claim;
• Makes travel and hotel arrangements for the Program
  Director;
• Updates and briefs the Program Director on his
  appointments for the week and with coordination with the office manager manages
  the FORCLIME outlook calendar;
• Makes print-outs, photocopies and scans
  documents if and when required;
• Assists
  in administrative processes of the project as needed and agreed with the Office
  Manager;

4.    
Other duties/additional tasks

• Performs
  other duties and tasks at the request of the superior;
• Contributes
  actively to a good working climate and team working within the project.

C. Required qualifications, competences and experience

• At
  least Bachelor degree in relevant specialisation and qualification in
  business administration desirable;
• At
  least 5 years’ professional experience in a comparable position;

 Other knowledge, additional competences

• Proficiency in German is a MUST, both oral
  and written;
• Very
  good working knowledge of IT technologies (related software, phone, fax,
  email, the internet) and computer applications (e.g. MS Office);
• Experience in the use of social
  media and internet;
• Proficiency
  English and Bahasa Indonesia;
• Broad
  experience of office management and administration;
• General
  overview of forestry and climate change issues;
• Willingness
  to acquire new knowledge as required by the tasks to be performed –
  corresponding measures are agreed with the Program Director;

Duty
Station: JakartaJoining Date: a.s.a.p.Direct Supervisor:   Programme Director of
FORCLIME’s Project                                  
 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 30 September 2017. Please indicate your application by putting the following code in
the subject line: FORCLIME – PA02 Please name your file as follow
format:[Your Complete Name]_[Motivation
Letter/CV/Latest Education Certificate] (i.e: Putra Pangeran_CV or Putra Pangeran_Motivation
Letter or Putra Pangeran_Reference)

 
Only short-listed
candidates will be notified