GIZ Indonesia for the Enhanced Regional EU-ASEAN Dialogue Instrument (E-READI): Event Project Professional

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is an international cooperation enterprise for sustainable development with worldwide operations. GIZ promotes complex reforms and change processes, often working under difficult conditions. Its corporate objective is to improve people’s living conditions on a sustainable basis. GIZ International Services (InS) is the company’s business department offering services to international clients such as the European Commission. For more information, please consult www.giz.de.

We are currently looking for an event coordinator with an extensive event coordination and management experience to start as soon as possible and assist the Enhanced Regional EU-ASEAN Dialogue Instrument (E-READI) Team in Jakarta, Indonesia..

Event Project Professional

1. Responsibilities

The responsibilities of the incumbent will focus but will not be limited to the event management and logistic support for planned events, the Key Experts Team, and the Non-Key Experts. Project related and management assistance, including secretarial and administrative support might complete the tasks. The holder will report to the Team leader.

In this context, the position holder fulfills the following tasks:

2. Tasks

In the area of logistics and event management support:

• Logistical and administrative event planning and coordination, and management; organisation of workshops, study tours and other relevant exchange platforms. Event runners/managers’ coordination and liaising;
• As applicable, ensure liaising with participants and support registrations; manage travel bookings/reservations; liaise with venues; Event set-up/breakdown logistics implications; Document portfolios preparation/distribution; visibility and other signage preparation/coordination with external collaborators. Produce registration confirmation letters, invitation letters for use with visa applications, name badges, VIP and speaker name cards, list of attendees etc. Keep track of RSVP, maintaining calendars.
• Undertake travels and attend events as appropriate.

In the area of management assistance:

• Preparation and documentation of (team) meetings
• Co-manage calendars, traveling and appointments of Key Experts and Project Managers
• Communication with GIZ Headquarters, Country Office, ASEAN and other stakeholders as required

General Support

• General support to Team Leader and with managerial staff and other colleagues as appropriate and needed.

3. Required qualifications, competences and experience

• At least Bachelor’s degree in management, business administration or equivalent;
• At least having 5 years of experience in Demonstrable experience in event management and planning;
• Working experience with ASEAN and EU is a preferred and a distinct asset
• Working experience with GIZ is an asset;

Other knowledge, additional competences

• Full IT proficiency (all current MS Office applications, internet);
• Language skills: Fluent in English in written and spoken;
• Working in international team. Very good interpersonal skills and capacity to communicate in concise and effective fashion
• Good working knowledge of telecommunication systems (Phone, fax, email);
• Able to adapt easily and to work independently while being a good team player;
• Excellent organizational skills and strong ability to meet agreed targets;
• Able to work precisely under high time pressure and workload;
• Service-oriented attitude;
• Willingness to up skill as required by the tasks to be performed – corresponding measures is agreed with management.

Duty Station: Jakarta

Joining Date: 22^nd April 2019

Direct Supervisor:   Team Leader of The Enhanced Regional EU-ASEAN Dialogue Instrument (E-READI) project.

Please submit your motivation letter and comprehensive resume (including latest photograph and list of references) to recruitment-indo@giz.de by 15^th April 2019 with subject line E-READI – Event Project Professional..

Please name your file as the following 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