The
Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German
state’s owned company, which is working in the field of technical and
international development cooperation in more than 100 countries worldwide. “Global
Alliances for Social Protection” is a program that has been commissioned by the
German Federal Ministry for Economic Cooperation and Development (BMZ) in
11/2013, and is running until 03/2018 (current phase).  The
aim of the program is that experience of social protection made by partner
countries feeds into both national and global policy dialogues and
implementation processes, and helps shape social protection systems. The
program thereby acts as a facilitator and uses appropriate learning formats,
including tailored special events, peer-to-peer learning, workshops and
large-scale learning to promote networking and the sharing of knowledge among
participating countries from Asia, Africa and Latin America.  Currently,
the program has offices in Germany (GIZ headquarter), as well as in Lima/Peru
for the regional coordination of Latin American partner countries, in
Pretoria/South Africa and Jakarta/ Indonesia for the coordination Asian partner
countries. For the coordination office in Jakarta, the program is looking for
the following position: Junior Administrative
Professional Responsibilities·        
Provides administrative services for the
Programme “Global Alliances for Social Protection” regional coordination office
in Asia;·        
Daily operational and secretarial support for
the regional coordinator and the office;·        
Provides assistance with travel and event
organization; ·        
Supports contract and procurement processes in
coordination with administrative/finance team members in GloBe (Germany);·        
Supports the financial management and accounting
of the project (Leistungspaket Asia) in coordination with
administrative/finance team members in GloBe (Germany);·        
Provides assistance with public relations and
communication;·        

Responsible
for filing in accordance with GIZ rules;  A.     Tasks1.    
Administrative services and office operations·        
Implement
office policies according to GIZ O+R; ·        
Coordinate
time schedules, appointment and travels of the technical team members and
visitors;·        
Coordinate
and organise rooms for meetings including needed equipment etc.; ·        
Organise
the maintenance of the office and equipment;·        
Maintain
the inventory list for the project;·        
Monitor
the availability of supplies and perform procurement (stationary and other
materials) via GIZ Country Office Indonesia; ·        
Communicate
with the GIZ Country Office Indonesia team for the above stated tasks whenever
necessary; 2.    
Events and Travel Management·        
Support logistics and organizations of meetings,
workshops and seminars in close coordination with the technical and
administrative/finance team members in coordination offices and in GloBe
(Germany);·        
Support
travel and accommodation arrangements for staff, long-term/short-term experts,
international/local consultants and partners;·        
Support duty trips administration (Dienstreiseantrag)
and travel cost settlement for the team; 3.    
Procurement·        
Arrange
and process the procurement, when needed via the GIZ Country Office Indonesia;·        
Support
monitoring of the procurement payment and settlement;·        
Manage
and ensure the supporting documents are filed; 4.    
Finances and Accounting·        
Assist
the Programme Component Manager and Regional Coordinator in monitoring project
budgets and forecasting future expenditures;·        
Maintain
communication with administration units of GIZ Country Office Indonesia and
administrative/finance team members in GloBe (Germany) in all administrative
and financial matters; ·        
Review
monthly financial report from GIZ Country Office Indonesia as well as
SAP bookings in close coordination with administrative/finance team member in
GloBe (Germany);·        
Monitor
and settles the private expenses of the team members, such as private usage of
mobile or landline phone calls, etc.;·        
Prepare
any payment using Service Requests via GIZ Country Office Indonesia; 5.    
Contract·        
Prepare and processes contracts up to EUR 2.500
according to O+R;·        
Support and processes contracts above EUR 2.500
via GIZ Country Office
Indonesia or administrative/finance
team members in GloBe (Germany) (international consultants etc.);·        
Maintain the coordination and communication with
GIZ Country Office Indonesia
or team members in GloBe
(Germany) for contract matters; ·        
Monitor the contract implementation, computation
of all payments including advances, file documentation of completed assignment;·        
Monitor the payment of consultants and
communicate it to GIZ Country
Office Indonesia (incl. tax deduction) and team members in GloBe (Germany);·        
Manage and ensure supporting documents are
filed;  6.    
Other duties/additional tasks·        
Assist in and/or carry out other program related tasks
according to needs, as assigned;·        
Support the project´s knowledge management,
administration of publications, data storage and archiving;·        
Support front-end communication to project
stakeholders, external parties, and other public relations; connects to other
team members globally;·        
Undertake further job training related to his/her
position and duties, if required. Special training programs shall be identified
and selected jointly with the Programme Component Manager; ·        
Keep all the documents, operations and information
confidential inside and outside the program team;·        
Report damages to GIZ Country Office Indonesia Finance
Manager, organizes and follow-up the proper maintenance and repair of office
equipment;·        
Coordinates with GIZ Country Office Indonesia – HR unit
for processing the national personnel (NP) contracts, including HR Service
Request, income tax, employee benefit, internal training, etc.;·        
Report all problems to Programme Component Manager and
compliance without delay; B.     Required
qualifications, competences and experienceQualifications·      University
degree or formal professional certificate/ diploma in Finance, Administration,
Management, Law or other relevant field Professional
experience·      At
least 5 years of professional working experience in a similar position·      Familiarity
with GIZ administrative processes would be an asset Other
knowledge, additional competences·      Good
working knowledge of ITC technologies (related software, phone, fax, email, the
internet) and computer applications (e.g. MS Office)·      Knowledge
in WINPACCS·      Excellent language skills: Bahasa
Indonesia and English (fluent in writing and speaking)·      Willingness
to up skill as required by the tasks to be performed – corresponding measures
are agreed with management   Duty Station: JakartaExpect to join: a.s.a.p.Disciplinary Supervisor: Programme Component ManagerDay to day Supervisor: Regional Coordinator Asia 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 December 2016. Please
indicate your application by putting the following code in the subject line: GASP-JAP Please name your file as follow
format: [Your Complete Name]_[Motivation
Letter/CV/Latest Education Certificate] 
Only short-listed
candidates will be notified