The Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ)GmbH
is a German international cooperation enterprise for sustainable
development with worldwide operations.
Renewable Energies are becoming a key area of GIZ in Indonesia. Today
there are five projects under the responsibility of the Renewable
Energy (RE) Projects Coordinator in Indonesia. Therefore we need a
PERSONAL ASSISTANT to manage the daily tasks:
A. Responsibilities
Responsible for the business communication of the RE Coordinator and
within the programme
Managing the schedule, appointments and deadlines of the RE Coordinator
identifying and prioritizing tasks of the RE Coordinator
directly communicating with the GIZ office, GIZ headquarters,
counterparts and the private sector
further developing instruments making the work flow of the RE
Coordinator more efficient
managing knowledge by disseminating and documenting know-how,
experience and information
Maintenance of an overall good flow of communication and information
in the projects and to the GIZ Country Office
B. Tasks
1. Secretarial Services
identifying and prioritizing communication of the RE Coordinator
Preparing, compiling and organizing information material and
statistics for the RE Coordinator
Independently answering Emails and preparing letters of the RE
Coordinator as specified
Answer, screen, forward and/or return phone calls and messages
Manage incoming and outgoing correspondence, including faxes, e-mails,
parcels and hand delivered messages on a routine basis
Organizing and arranging meetings with stakeholders and managing the
schedule of the RE Coordinator
Taking over travel arrangements, including flights hotel and local
transportation for the RE Coordinator and other staffs in the office
if required
Developing a system for coordinating the communication flow within the
RE projects
2. General services
Managing the communication among the projects, GIZ Office , GIZ
Headquarters, counterparts, private sector and other stakeholders
Assist in the logistical management and documentation of meetings,
workshops, seminars and other project activities inside and outside
the office
Attend internal team meetings or workshops and write minutes of meetings
Support and assist project experts and short-term consultants in
fulfilling their tasks during their assignment
Support the preparation of visitors’ programs, make travel
arrangements and organize travel requirements (transportation, hotel
booking, etc.)
Organize documents for meetings
Coordinating documentation and filing in the office, especially
regarding the communication of the RE Coordinator
Keeping updated about relevant GIZ regulations and possible changes
and inform these to the RE Coordinator and the team
3. Other duties/additional tasks
reporting all problems at the relevant field to the management without delay
performing other duties and tasks at the request of the RE Coordinator
C. Required qualifications, competences and experience
Qualifications
Degree in Administration / Management or a related field
Professional experience
at least 3 years’ professional experience in an international
organization or an international company in a similar position
Other knowledge, additional competences:
good working knowledge of IT technologies (related software, phone,
fax, email, the internet) and computer applications (e.g. MS Office)
confidential handling of data and information
very good knowledge of English
ideally good knowledge of German
willingness to up-skill as required by the tasks to be performed
–corresponding measures are agreed with management
If you are interested on this position, please submit your
comprehensive application letter & curriculum vitae, recent photograph
and salary expectation to mhpp2@giz.de by 8 July 2012.
Only applicants who meet the qualification criteria will be shortlisted
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