Personal Assistant to Programme Director – GIZ Indonesia

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 specialization 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: Jakarta
Joining Date: a.s.a.p.
Direct Supervisor: Programme Director of FORCLIME’s Project

Interested candidates should submit a motivation letter, CV, training’s attended and list of references (a must), addressed to The closing date to submit the application letter is on 13 November 2017.

Please indicate your application by putting the following code in the subject line: FORCLIME – PA03

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