Senior Travel and Event Officer

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development with around 16,400 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and public and private sector clients in around 130 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.

The GIZ Office Indonesia is seeking one qualified Indonesian candidate for the following position:

Senior Travel and Event Officer

Responsibilities

The incumbent will perform the scope of the following tasks, but is not limited to:

·         Handling internal and international events

·         Maintain and overview the data of the Travel and Event Team

·         Keeping an overview of the payment status etc., especially in cases of delays

·         Well established communications to all frequently approached team at GIZ Country Office Jakarta, GIZ projects & vendors

Tasks

Administration

·         Organize and maintain documentation and filing systems according to GIZ standards;

·         Keep the documentation and overview of vendor’s contract;

·         Manages incoming and outgoing correspondence, invoices, post and fax, priorities, distributes and follow up;

Travel Services & Events Management

·         Prepare the procurement process of event compliance with GIZ Procurement Regulation (O+R)

·         Handling the bidding process and contracts for suppliers/vendors of event such as hotel contract for specific event

·         Arrange international visitor programs, make travel arrangements and manage travel requirements (tickets, flight and hotel booking, transport, etc.)

·         Organize the logistical management in planning, tendering, implementation, and documentation of meetings, workshops, seminars and other activities

·         Keep taps on all travel related costs, e.g. hotel rates for accommodation, package prices for meetings/workshops, transport costs;

·         Handling weekly reconciliation from travel agent, hotels and vendors;

·         Compiling the result of hotel bidding process;

·         Following up third party receivable;

Other Duties/Additional Tasks

·         Assist in and/or carry out other office activities and any other tasks as assigned;

·         Undertake further job training related to his/her position and duties such as secretarial, computer, office, and language skills, if required.

Required qualifications, competences and experience

·         At least Bachelor degree from reputable tourism, administration or similar;

·         At least 5-7 years of professional working experience handling various events, especially from hotel industry, travel agent, event organizer or similar position;

·         Good working knowledge of modern telecommunication systems (telephone, fax, e-mail and internet);

·         Good working knowledge of computer programs (e.g. MS Office);

·         Excellent English in written and spoken;

·         Good management, administrative skills and travel arrangement;

·         Ability to work in an international team and under pressure

Duty Station: Jakarta

Direct Supervisor: Travel and Event Manager

Expected Joining Date: a.s.a.p.

Interested candidates should submit a motivation letter, CV, trainings attended and list of references, addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on July 27^th, 2018

Please indicate your application by putting the following code in the subject line: GIZ Indonesia – Senior TEO.

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.