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.
The Southeast Asia Regional Program on Combating Marine Plastics (SEA-MaP Regional Project) is a five-year program financed by the World Bank. Its objective is to aid the Member States (AMS) of the Association of Southeast Asian Nations (ASEAN) in combating marine plastic pollution and mitigating its negative impacts.
The Innovation and Investment Platform is a flagship component of SEA MaP and will provide a fully serviced accelerator and investment matchmaking service supporting startups and their partners to achieve scale and secure investment. (To qualify to receive support, startups must apply in partnership with a possible investor or business partner). The platform will be set up with a view to ensuring its continuity as a catalyst for up- and mid-stream innovation addressing marine plastic pollution after the SEA MaP project ends.
GIZ is bidding for the contract to implement this platform and, in that context, is looking for at least one Dialogue and Events Advisor (hereafter "Advisor") to manage events associated with the platform. These will include multiple smaller events on demand and one larger annual expo. The Advisor will be responsible for managing all aspects of the event logistics and protocol, from assessing venues and coordinating vendors (such as caterers and hybrid service providers) to communicating with participants and arranging travel, where needed.
GIZ is seeking one qualified Indonesian candidate for the following position:
A. Core Tasks
In your role you are responsible for the technical, substantive and organisational implementation of a project's measures and activities. In consultation with your line manager, you also assume tasks related to planning, steering and monitoring the project, including project administration tasks in some cases. You are also responsible for providing specialist support to colleagues in bands 2 and 3, and ensure the quality of the commission's outcomes.
In addition, you contribute to the conceptual design of the project, in particular its modification or realignment.
You make technical and substantive contributions to overarching issues in cooperation with commissioning parties/clients, partners and other actors and thereby support the achievement of the agreed objectives of the respective project and provide impetus for further strategy development.
In coordination with the country director and your line manager, you also use your contacts for the acquisition of contracts on behalf of the company.
In consultation with your team colleagues and line manager, you also coordinate all issues within your area of work and ensure that they are dealt with promptly and competently. You resolve problems that arise in your area of responsibility on the basis of existing rules and draw attention to more complex challenges in your team.
You are involved in ongoing process development within your remit, are responsible for knowledge management and prepare and share documentation. If required, you also support other experts in familiarizing themselves with and performing their tasks.
- Engaging actively in planning and the development of processes to ensure effective event organization.
- Providing logistical support to all aspects of event organization including pre-event, during the event and post-event. From assessing and selecting venues and suppliers to managing vendors and ensuring delivery as per contracts. Oversee events happenings, as needed, to ensure smooth running and provide on-site support.
- Communicating with participants, stakeholders and other counterparts (e.g. when co-hosting events, or holding platform events back-to-back with other events).
- Coordinating travel arrangements when necessary, including flight and hotel bookings and the payment of per diems.
- Coordinating communications with the Communications and Knowledge Management Advisor.
- Ensuring that relevant requirements of the client and GIZ regulations are met.
- Perform different duties and tasks as agreed upon with the Lead Advisor, which may not be explicitly mentioned in the job description.
The brief profile is not intended to provide a full and complete description.
Please be advised that this position pertains to a competitive tender situation, its availability is contingent upon the successful award of the project.
- Bachelor's degree in Event Management, Marketing, Communications, or a related field.
- At least 3 years of experience in coordinating high-level political events
- At least 3 years of experience in coordinating event logistics, such as catering, audiovisual equipment, and transportation.
- Proven track record of managing onsite operations to guarantee smooth event execution and address any emergent challenges.
- Proficiency in English language (C1 level) is essential.
- Knowledge of an ASEAN language would be advantageous.
- Strong attention to detail and organizational skills, as well as effective problem-solving abilities in high-pressure environments.
- Excellent communication and interpersonal skills for coordinating with various stakeholders.
- Strong background in event planning and coordination, with experience in managing logistics and operations for large events, including venue selection, vendor management, and scheduling.
- Proficient in recruiting, training, and overseeing temporary event staff.
- Ability to oversee event staff to ensure smooth event operations and customer satisfaction.
Direct Supervisor: Senior Innovation & Investment Advisor (Job Title in SAP: Senior Private Sector Advisor)
Expected Joining Date: to be informed
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 July 12th, 2024.
Please indicate your application by putting the following code in the subject line: SEA MaP_Dialogue & Events Advisor.
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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