The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German public-benefit federal enterprise. GIZ works worldwide in the field of international cooperation for sustainable development and has over 50 years of experience in a wide variety of areas.
GIZ International
Services (InS) is currently implementing the EU funded project “Enhanced
Regional EU-ASEAN Dialogue Instrument”.
E-READI’s objective is to
support ASEAN integration aiming at poverty reduction through inclusive and
sustainable growth. By achieving its integration goal, the citizens of ASEAN
Member States shall benefit from stronger, more equitable and sustainable
economic growth, increased leverage as a union, and enhanced social
opportunities. The facility’s purpose is to support the implementation of the
ASEAN Community blueprints and subsequent plans, drawing on European experience
and know-how through sectoral policy dialogues (at all levels and including
democratic institutions and civil society), supporting thus the policy
development processes in areas of joint interest, and provide capacity building
covering the three ASEAN Community Pillars (Security and Political, Economic
Integration, and Socio-Cultural).
GIZ
is seeking one qualified Indonesian candidate
for the following position:
(Job Title in SAP: Administrative Specialist)
A. Responsibilities
The incumbent is responsible for, but not limited to:
- Logistics and event management support, in close coordination with the other event managers and relevant stakeholders:
- In coordination with the Key Expert in charge, assists in drafting the event planning (rundown, checklist) and list of logistical items needed.
- In coordination with the Key Expert and the finance specialist establishes and drafts the budget estimation and per diem calculations for participants.
- In coordination with the finance manager, contributes to the establishment of the final event expenses report.
- Oversees the overall event management (virtual or face-to-face): logistical and administrative event planning and coordination with on-site visits pre, and post event.
- Manages and organises workshops, meetings (virtual and face-to-face), study tours, launches and other relevant visits as requested.
- Liaises with necessary entities on various event-related topics such as hosts; platforms/venues; briefing notes; invitation letters, registration forms; administrative notes; agendas; visibility materials, merchandise, and document kits.
- Coordinates and/or liaises with possible third-party event runners/managers/sponsors on registrations, meeting packages, flights, or any related sponsors.
- Keeps track of RSVP, maintaining calendars, in close coordination with the host country/organiser.
- Manages travel bookings/reservations of participants and speakers in close coordination and communication with GIZ Country Office(es) and HQ as needed.
- Supports with visa applications process or reimbursement, when necessary.
- Liaises with participants, including supporting registrations, flight, accommodation, and transportation arrangements. Be the focal contact for self-funding participants on logistics when necessary
- Coordinates and liaises with ASEC’s Conference Services, Protocol and Formalities Division for events taking place at the ASEAN Secretariat premises.
- In close coordination with the ICT expert, supports the event preparation for virtual and hybrid event.
- In close coordination with the Protocol and Networking Expert, supports the arrangement on-site what refers to the event protocol and formalities.
- In close coordination with the Communication Expert and the Protocol and Networking Expert, supports the preparation of visibility material for events; provides information related to the event for the preparation of press releases, data acquisition and processing for further inclusion in project database and statistics.
- In close coordination with the administrative specialist, support travel arrangement related to events for KEs and NKEs.
- In close coordination with the staff in charge of monitoring and evaluation, facilitates the recollection of data/evaluation forms from the participants.
- In close coordination with ICT, Communication and Protocol and Networking Experts and the Key Expert in charge, organises the request of video documentary production for the event or for the study.
- Undertakes travels and attends events as appropriate.
- In close coordination with the E-READI Core Team, establishes and updates the internal event calendars, and liaises with the administrative team for the organisation of E-READI traveling related to events.
- Office management and procurement support
- Assist with the preparation and documentation of (team) meetings.
- Liaises with E-READI administrative responsible on the procurement of goods and services below EUR 1,000.
- Coordinates with administrative responsible on the suppliers foreseen for an event.
- Supports procurement of services related to event, hotel, suppliers, caterers, etc.).
- Supports and liaise with administrative responsible in the procurement and inventory of visibility material.
- Supports procurement of services through framework contracts (e.g. graphic designer, event organiser, ticketing).
- Other Duties/Additional Tasks
- Provides general support to the Team Leader, the management staff and other colleagues as appropriate and necessary.
- Contributes to the overall activities of the team and Project as required.
- Carries out any other duties within the scope, spirit and purpose of the job as requested by the Senior Advisor for the Organisational Development and Management or the Team Leader.
Formal Education
- At least a bachelor’s degree at any related majors
- At least 5 years of professional experience in an international context
- Previous work experience in similar roles
- Experiences with group flight booking or ticketing is an advantage
- Experience with MICE event arrangements
- Prior experience with ASEAN or the Secretariat; EU, GIZ and other donors & ASEAN Dialogue Partners is considered an asset
- Previous experience in organising high-level events is considered an asset
- Previous experience working with GIZ ticketing is an advantage
- Very strong planning and organising skills.
- Excellent oral and written communication skills
- Proficiency in English, knowledge of other AMS language is considered an asset.
- Fully proficient in the following software applications: Word; Excel; and Power Point
- Knowledge and experience running a virtual events and knowledge of online platform would be advantage.
- Flexible and outcome driven with spirit of initiative.
- Team spirit
- Perform under limited supervision.
- Ability to perform in a limited time and capacity setting (under pressure)
Direct Supervisor: Team Leader of E-READI Project
Project Duration: up to 18 December 2023 (with possibility of extension)
Expected Joining Date: a.s.a.p.
Interested candidates should submit a motivation letter and CV (including trainings attended and list of references) as attachments, addressed to recruitment-indo@giz.de. The closing date to submit the application letter is on July 26th, 2023.
Please indicate your application by putting the following code in the subject line: E-READI – Event Specialist.
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) – the attachments are not more than 300 KB.
Only short-listed candidates will be notified.
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