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:
Travel & Event and Internal Services Manager
Responsibilities
The incumbent will oversee the travel & event and internal services unit at the GIZ Country Office in Indonesia. The unit is tasked with the procurement of hotel/venue services, ticketing, and office management at the Country Office guided by economic efficiency and sustainability principles. It also supports the planning, organizing, and managing internal events/conferences.
Tasks
- Coordinating a team of approximately 7 team members and 6 external personnel (implant travel agents and outsource office support: Supervision, guidance, and professional development of team members.
- Strategic planning and concept development related to the areas above.
- Providing orientation for the team in relation to organizing and managing events with high quality standards, in a cost-efficient way and in line with internal rules and regulations. Coordination with other involved units (Contract and Procurement, IT, Finance, RMO, etc.)
- Office management at the office location of Country office Jakarta (maintenance of office facilities, meeting room and front office management, coordination on inventory and office supplies)
- Active participation for Corporate Sustainability Handprint initiative in relation to sustainable event management and data collection to the areas above.
- Selection and supervision of external service providers (e.g., caterers, hotels, airlines, printing agencies for event material, technicians, building management) as well as event speakers or moderators/facilitators to ensure high quality standards of GIZ events. Regular evaluation and (if necessary) changing of service providers (in case of low quality, price increase, etc.).
- Assessing and continuously adapting/improving procedures for product delivery with the team and the clients (through feedback questionnaires to participants and internal clients, meetings, etc.).
- Development and implementation of communication standards (e.g., response times with clients and other involved departments, invitations to participants, etc.).
- Ensuring quality and authorizing relevant processes (by way of signing related documents)
- Financial reporting: Comparison of budgets with effective costs per event
- Implementation of GIZ corporate design standards and visual guidelines.
- Assist in and/or carry out other office activities and any other tasks as assigned.
Required qualifications, competences and experience
Formal Education
- At least a bachelor’s degree in business management, administration or related field;
Professional Experience
- At least 7 years of work experience in an international environment
- At least 5 years of working experiences on managerial position
- GIZ experience preferable
- Experience with office maintenance.
- Fluent (speaking and writing) in English.
- Good knowledge of German (speaking and writing) would be a significant advantage.
Other Qualifications
- Proficiency in all MS-Office application, internet;
- Good working knowledge of telecommunication systems (Phone, fax, email).
- Combination of analytical skills and of managerial skills.
- Strategic thinking; implement strategies to further advance and improve the services offered.
- Ability to perform tasks efficiently and professionally in a highly organized manner.
- Highly service-oriented character and communicator.
- Solution-oriented mindset.
- Ability to manage complex procedures and meet deadlines.
- Takes over responsibility for the tasks assigned to her/him and carries them out independently.
- Good team leader; ability to advise internal and external partners.
- Shows own initiative and creative thinking in developing optimized, client-oriented procedures and instruments.
- Exhibits conscientiousness, reliability, integrity, loyalty, commitment and perseverance.
- Has flexibility, if necessary, willingness to work beyond office hours
- Willingness to learn and improve and as a constructive approach to challenges.
- Strong team orientation and negotiation skills.
Duty Station: Jakarta
Direct Supervisor: Head of Finance & Administration
Expected Joining Date: March 1st, 2022
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 February 6th, 2022.
Please indicate your application by putting the following code in the subject line: GIZ Indonesia – TEIS Manager.
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.
