The Deutsche Gesellschaft für InternationaleZusammenarbeit (GIZ) GmbH is an
international cooperation enterprise forsustainable development with worldwide
operations on behalf of the GermanGovernment. We work to shape a future worth
living in over 120 countries aroundthe world.
The Indonesian government places a high priority onimproving the quality and
quantity of TVET. This initiative is mainly driven bythe fact that despite the
positive economic growth rates, the development ofthe labour market falls short
of the Indonesian government’s expectation.Although the unemployment rate fell
from 6.1% to 4.1% in 2012-2016 and that ofyouth unemployment from 19.5% to
15.4%, the 15-24 age group still representsthe majority of the non-employed
labour force at 58%. Furthermore, the openunemployment rate of graduates of
TVET secondary schools (SMKs) in August 2017is still high (23%, 1,621,402;
source: BPS, 15 Dec 2017). The Indonesiangovernment is, therefore, aiming for
an extensive modernisation and expansionof the TVET system.
The project TVET System Reform 2.0 (TSR 2.0) is afollow-on project, a joint
effort between the Coordinating Ministry of EconomicAffairs (CMEA) and the
German Development Cooperation through GIZ, aiming atsupporting the
implementation of key elements of the Indonesian Government’sreform agenda on
technical and vocational education and training (TVET).
The German and Indonesian Government are committed toimplement a cooperation
with the aim to support the Indonesian Government toimplement key elements of
the Indonesian Government’s National TVET Strategy.TVET System Reform 2.0 (TSR
2.0) Project implements the activities at 2 level,national and sub national
level, i.e. in the national level, TSR Projectsupport to strengthen the
capacities of the National TVET Committee (KNV) tofulfil its mandate. The
results hypothesis is as follows: Mandated by thePresidential Staff Office, KNV
will submit proposals for harmonizing thedivergent regulations in legislative
procedures. In this way, overlapping responsibilitiesof the ministries involved
are resolved and policy recommendations for a futureoriented design of the VET
system are formulated on the basis of a central dataanalysis. The intention is
for the private sector to play a proactive,self-confident role in KNV and in
sectoral TVET committee.
TVET System Reform 2.0 Project is thereforerecruiting one Indonesian candidate
for the following position:
JuniorAdministration Specialist
- Responsibilities
- Support the administrative and finance professional to ensure a smooth and
uninterrupted functioning of the office site through organized and coordinated
work mechanism, effective problem-solving of day-to-day concerns.
- Support the administrative and finance professional to ensure proper
financial and administrative management according to GIZ rules and regulations
- Tasks
General Administration
- Coordinating of all administrative and logistic arrangements of project
activities (meetings, seminars, trainings, workshops etc.)
- Manages local procurement, IT and database systems and infrastructure
- Support to communication with relevant internal and external GIZ
stakeholders and other organization
- Facilitate GIZ internal and external meetings, update agenda etc
- Implement office policies according to GIZ PuR
- Takes over work of other administrative staff and/or other tasks relevant
to the job or organization unit when the need arises and participates in task
teams and other corporate entrepreneurial or strategy-linked endeavours
- Managing inventory according to the regulations.
- Organizing transportation, accommodation, and other logistic support of
visitors of the project
- Manages domestic travel of all project personnel
- Monitoring availability of supplies and performs procurement-related
activities up to the specified guideline amount
- Assists in contract initiation, preparation and finalization-related
activities up to the specified amount.
- Managing contact database
- Managing filing document in accordance with GIZ Processes and Rules (PuR)
- Assists in all required administrative tasks to maintain regulatory
compliance of the GIZ country office in Jakarta.
- Reporting of all problems involving administration and regulations to the
Senior advisor.
Finances and Accounting
- Checks incoming invoices and arranges the payment.
- Reviews and certifies the contractors’ financial documents in line with
the budget and gives recommendations for final voucher preparation and possible
reimbursement
- Processes settlement of applications for the reimbursement of projects
travel expenses
Travel & EventManagement
- Provide assistance for travel arrangement of domestic and international
travels of staff of the projects
- Manage duty trip administration (Request of Business Trip) and travel cost
settlement
- Manage logistics and documentation (list of participants) of meetings,
workshops, seminars, and other project activities inside and outside the office
- Coordinate equipment etc required for meetings with the responsible person
Contract and Procurement
- Prepare, arrange and follow up contracts and procurements for local
consultants based on ToR with the respective GIZ units (Country Office)
- Monitor the status of contract implementation and payment by using a
database
- Coordinate and communicate with contract officer in the country office
- Monitor and follow up the tax exemption process for contracts and
procurement
- File contract documents where requires according to O&R
Other Duties/AdditionalTasks
- Immediately report all problems involving finance and administrative
regulations without delay.
- Participates in projects’ and office finance and admin team meetings to
understand needs and ensure smooth supports.
- Keep him/herself updated with the changes in P+R and update the project
where needed.
- Assist is branch office extension process.
- Assists in and/or carries out other project activities and other tasks as
assigned by the Project
- Performs other duties and tasks at the request of management
- Required qualifications, competences and experience
Qualifications
- At least a bachelor’s degree in Management, Accounting or equivalent
Professional experience
- At least 3-year professional experience in the administration and finance
Other knowledge,requirements and additional competences
- Proficiency in English and Bahasa Indonesia, both written and oral;
- Good working knowledge of ICT (related software, phone, email, the
internet) and computer applications (e.g. Office 365)
- Focused, proactive, and positive working attitude
- demonstrated ability to work effectively in a fast-paced office
environment, both independently and as part of a team
- excellent interpersonal communication skills, including the ability to
encourage collaboration with other projects, international offices, and partners
- Proven negotiation skills with internal and external audiences including
in complex and stressful circumstances.
- confidential handling of data and information
- Must be a strong team player, organized and efficient.
- Willingness to upskill as required by the tasks to be performed –
corresponding measures are agreed with management.
DutyStation: Jakarta
Joining Date: As soon as possible
Direct Supervisor: Senior Advisor
Interestedcandidates should submit a motivation letter, CV, trainings attended
andlist of references (a must), addressed to recruitment-indo@xxxxxx. The
closing date to submit the application letter is on 21stSeptember 2021.
Please indicateyour application by putting the following code in the subject
line: TSR –JAS
Please name your file as followformat:
[Your Complete Name]_[MotivationLetter/CV/Latest Education Certificate] (i.e:
Nakula Sadewa _CV or NakulaSadewa _Motivation Letter or Nakula Sadewa
_Reference)
Onlyshort-listed candidates will be notified.
