The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German implementing organisation which provides services worldwide in the field of international cooperation for sustainable development. We work to shape a future worth living in over 120 countries around the world. For more than 40 years, GIZ has been working jointly with partners in Indonesia. Currently, GIZ works with over 300 employees in Indonesia, of whom over 80 per cent are national personnel. In the context of the bilateral development cooperation between the Governments of Germany and Indonesia, the Innovation and Investment for Inclusive Sustainable Economic Development (ISED) Project will assist to improve the human resources, institutional and regulatory conditions for green employment in the electricity sector with special focus on Renewable Energy.
We are seeking one qualified Indonesian candidate for the following position:
Finance & Administrative Specialist
A. Responsibilities
- ensures that financial administration and administrative procedures function well in accordance with GIZ standards
- assists the Principal Advisor for financial planning and monitoring
- assists the Principal Advisors to ensure compliance with GIZ Processes and Rules (PuR) for all activities
- effectively coordinates with the staff of the ISED administration and finance team
- assists the Principal Advisor and management team in ensuring compliance with the GIZ code of conduct of all staff
B. Tasks
1. General Administration
- in coordination with the Administrative Professional ensures and controls the quality of internal management services related administration (contracts, travel & event, procurement of goods, inventory, and IT) based on PuR
- in coordination with the Administrative Professional ensures and controls the internal administrative procedures and regulations (note to file, memorandum, letters) related to the administration aspects based on PuR
- maintains an overall good flow of administrative/financial information and regulation by having a smooth cooperation and provides advice and input within the staffs of the project.
- in coordination with the Administrative Professional manages inventory according to the regulations
- ensures data entries in Winpaccs and archives the vouchers in line with GIZ guidelines
- maintains overview over on-going contracts at project level, GIZ country office in Jakarta and GIZ headquarters (with overview of payments)
2. Finances and Accounting
- maintains the overall smooth and correct functioning of the complete financial accounting systems
- supervises and guides the preparations for the annual Internal Control as well as ensures that the results and recommendations are applied
- supports the Principal Advisor in managing and monitoring the commissioned project budget
- assists the Principal Advisor in preparing and monitoring the annual budget
- checks the financial reports provided by GIZ country office in Jakarta
- monitors monthly project account receivable and follow up for the settlement
- ensures that the expenditure monitoring system is updated periodically
- prepares for financial/disbursement reports (BAST) to the partner institutions
- monitors the component expenses in accordance with the component budget (Costs per Output Monitoring and Forecast/KOMP) in consultation with the Principal Advisor for contracts
- coordinates with the Administrative Professional regarding the documentation of restitution/exemption letters until getting the restitution/ exemption letter from Badora (Finance Ministry)
- in coordination with the Administrative Professional in preparing and settlement of travel cost (domestic/international) of all staff
- in coordination with Cluster BMZ 1 Financial Managers for implementing KOMP (Costs per Output Monitoring and Forecast)
- maintains filing for financial section confidentially
3. Contract Management
- prepares, arranges and follows up contracts for local consultants based on ToR with the respective units at GIZ country office in Jakarta
- monitor the status of contract implementation and payment by using a database
- coordinates and communicates with contract officer in the GIZ country office in Jakarta
- monitors and follows up the tax exemption process for contracts and procurement
- files contract documents where requires according to PuR
4. Compliance with PuR
- monitors changes of PuR and GIZ country office in Jakarta regulations, informs the Principal Advisor, and disseminates information on such changes to all relevant staff
- assists all staff to ensure compliance with PuR and the GIZ Code of Conduct at the national and regional level
- immediately reports to the Principal Advisor in cases of non-compliance with PuR and the GIZ Code of Conduct without delay
- monitors decisions concerning administrative and financial issues of the Principal Advisor and management team and advise them on compliance issues
5. Other duties/additional tasks
- supports project team members in achieving milestones of the project
- participates in projects and office finance and admin team meetings to understand needs and ensure smooth supports
- performs other duties and tasks at the request of the Principal Advisor
C. Required qualifications, competences, and experiences
Qualifications
- Bachelor’s Degree in Economics, Accounting or equivalent
- at least 5 years of experience in similar or equivalent positions
- good understanding of GIZ Processes and Rules (PuR) regarding financial and administrative management is an asset
- experience working in development organizations similar to GIZ and with relevant government and international entities is highly desirable
Other knowledge, requirements and additional competences
- proficiency in English and Bahasa Indonesia, both written and oral
- good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. Office 365)
- excellent understanding on accounting and financial operations (bills & voucher checking, payment processing, planning)
- excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
- proven negotiation skills with internal and external audiences including in complex and stressful circumstances.
- 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.
Duty Station: Jakarta
Joining Date: Asap
Please submit your motivation letter and comprehensive resume (including training and list of references) to recruitment-indo@giz.de by 28 September 2021 with subject line ISED – FAS
Please name your file as follow 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.