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, growth and of ASEAN Member States shall benefit from stronger, more equitable and sustainable economic growth, 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:
Administrative Specialist (Event Specialist)
A. Core Tasks
In your role you work on all job orders within your remit and are the main contact for advising managers and other staff members on issues. You ensure that the commercial, organizational and administrative tasks are dealt with correctly and on schedule, in line with the specified objective and with due regard for the legal, contractual and internal requirements and procedures.
You clearly communicate the relevant requirements, conditions and restrictions in terms of your capacity to act. You deal with specialist matters associated with the processing of offers and commissions, finance, cost monitoring, IT and HR and perform all the related organizational and administrative tasks.
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 ensure seamless cooperation between all internal and external stakeholders involved in the area of responsibility and in ensuring the flow of information. You independently refer matters to other units as required and ensure that all processes run smoothly.
You are involved in ongoing process development within your remit, are responsible for knowledge management and prepare and share documentation.
You perform the tasks assigned to you by your line manager, where required.
- The Event Management, in coordination with the Team Leader / respective Key Expert in charge, manage and organise event including assisting in drafting the event planning (rundown, checklist), 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, and drafts the budget estimation, per diem calculations for participants, and contributes to the establishment of the final event expenses report in coordination with Finance Manager. The incumbent will work closely with E-READI Team members and the related Non-Key Experts (NKEs).
- Logistic support for planned events (workshops, conferences, trainings, study tours, launches and other relevant visits as requested etc) in close coordination with the other event managers and relevant stakeholders for hosts; platforms/venues; briefing notes; invitation letters, registration forms; administrative notes; agendas; visibility materials, merchandise, and document kits.
- Event Procurement of Goods and Services, administrative support to office management in particular the procurement of goods and services including contract process, participant flight tickets in coordination with GIZ Country Office(es) and HQ, event visibility materials etc.
- Management Information System, to upload related event documents to the GIZ Data Management System / DMS. In close coordination with the E-READI Core Team, establishes and updates the internal event calendars.
- Other Duties/Additional Tasks provides general support to the Team Leader, the management staff and other colleagues as appropriate and necessary for the contributions 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 E-READI Management or the Team Leader.
- At least bachelor's degree in related disciplines
- 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 organizing high-level events is considered an asset
- Previous experience working with GIZ ticketing is an advantage
Other Knowledge, Additional Competencies
- Very strong planning and organizing 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 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
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 July 30th, 2024.
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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