GIZ - Climate Governance Project Job Vacancy: Administrative Professional & Personal Assistant, Jakarta

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German implementing organization which provides services worldwide in the field of international cooperation for sustainable development. GIZ has years involvement in the area of climate policy and climate finance in Indonesia.

GIZ in cooperation with the Directorate General on Climate Change (DGCC) of Ministry of Environment and Forestry is currently implementing “Strengthening Climate Governance of Indonesia for Implementing the Paris Agreement” (Climate Governance) project.The objective is to strengthen the climate change-relevant institutions of the Government of Indonesia in their climate governance capacities and supporting the further development of core elements of the Indonesian climate policy in order to prepare for a successful implementation of the Paris Agreement.

Working towards this aim, the project shall be implemented until January 2021, clustered into four work areas. Those are:
  1. Strengthening strategic capacity of key actors at national level (MoEF/DGCC and other relevant stakeholders)
  2. Strengthening inter-ministerial coordination
  3. Support effective societal consultation and strengthening of Non-Party-Stakeholders
  4. Support international exchange and communication (Externalization)
GIZ is seeking one qualified Indonesian candidate for the following position:

Administrative Professional & Personal Assistant

Responsibilities
  1. Support the Principal Advisor in the management of Climate Governance, the BMU Cluster and interface function of BMU engaging IKI projects in Indonesia;
  2. Focal point for Human Resources (HR) of Climate Governance- Coordinates and facilitates all administrative procedures regarding HR and as liaison HR to Country Office;
  3. Providing administrative services for the programme in coordination with the administration team of the programme;
Within this context, the holder of the position fulfils the following tasks:

Tasks
  1. Personal Assistance to Climate Governance Principal Advisor
  2. Circulate any information from the Principal Advisor to team;
  3. Prepares meetings for the Principal Advisor (materials or translation);
  4. Arranges appointments and meetings and manages the personal agenda of the Principal Advisor;
  5. Prepares correspondence and documentation in German, English and Indonesian, including short translation if required, and formulate replies independently after consultation with the Principal Advisor;
  6. Prepares information, materials and other support, including research on project related topics for events or activities on behalf of Principal Advisor;
  7. Prepares and follows up on official travels of the Principal Advisor including travel claim;
  8. Updates and briefs the Principal Advisor on his appointments for the week and with coordination with technical advisors manages the Climate Governance sharing outlook calendar;
  9. Interprets during meetings, where necessary;
  10. Independently organizes and coordinates the schedule and appointments of visitors from GIZ Headquarters and other visitors;
Cluster Coordinator Assistant
  1. Support the Principal Advisor in the management of GIZ BMU Cluster and BMU interface function of the IKI Project. As an Interface project Climate Governance supports the exchange of all implementing organizations and projects that are engaging in Indonesia and provide BMU with information regarding the entire country portfolio;
  2. Independently organizes and coordinates the schedule and appointments of visitors from BMU related to cluster coordination; 
Secretariat Work and Administration
  1. Mmanages and handles the formality documents of international expert, e.g.: visa, assignment letter, and recommendation letter from counterpart, in coordination with Formalities team at GIZ Country Office Indonesia;
  2. Prepares biweekly team meeting and circulating calendar outlook to the team;
  3. Manages the team calendar and ensure all activities are uploaded in the team calendar;
Focal Point for HR matter of Climate Governance
  1. Support new staffs with project on-boarding process (familiarity with PuR is preferable);
  2. Assists in implementing policies and human resource management for national personnel, according to Indonesian labor law and GIZ HR regulation;
  3. Updates information on employment conditions for national personnel such as: national insurance (BPJS Kesehatan & Ketenagakerjaan) and company insurance (Allianz) in consultation with the HR officer at GIZ Country Office;
Travel and Event Management
  1. Organizes logistical aspects for planning, holding and documenting meetings, workshops, seminars and events related to IKI BMU cluster coordinator (for example, IKI workshops, visits from BMU, etc);
  2. Supports in organizing logistical aspects for meetings/workshops related to Climate Governance project in coordination with the administration team;
Other duties/additional tasks
  1. Performs other duties and tasks at the request of management
Required qualifications, competences and experience

Formal Education
  1. University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA)
Professional experience
  1. At least 5 years’ professional experience in a comparable position
Other knowledge, additional competences
  1. Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office);
  2. Fluent written and oral knowledge of English & German;
  3. Experience in the use of social media and internet;
  4. Focused, proactive and positive working attitude;
  5. Broad experience of management and administration;
  6. General overview of climate change issues;
  7. Willingness to up-skill as required by the tasks to be performed – corresponding measures are agreed with management.
Duty Station:Jakarta

Joining Date: a.s.a.p.

Direct Supervisor: Lead Advisor Climate/Principal Advisor Climate Governance

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 December 20th, 2019.

Please indicate your application by putting the following code in the subject line: CliGov – Admin Prof. & PA

Please name your file as the following 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