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”.
The project’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 pillars (Security and Political, Economic, Socio-Cultural) of the ASEAN Community.
GIZ is seeking one qualified Indonesian candidate for the following position:
Project Events Specialist
A. Responsibilities, include but not limited to:
Manage events and logistic support for planned events (workshops, conferences, trainings) etc. The incumbent will work closely with the Key Experts (KEs), E-READI Support staff and the Non-Key Experts (NKEs). Project related and management assistance, including secretarial and administrative support might complete the tasks. The incumbent will report to the Team Leader and KEs in charge of E-READI supported events.
B. Tasks
1. Logistics and event management support, where applicable in coordination with the virtual event manager:
- In coordination with the Key Expert in charge assists in drafting the event planning and list of logistical items needed.
- 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.
- Establishes and drafts the budget estimation and per diem calculations for participants. Establishes the event expense report.
- Liaises with necessary entity for what refers to the relevant materials necessary for the event such as hosts; platforms/venues; briefing notes; registration forms; administrative notes; agendas; visibility materials, merchandise, document kits
- Coordinates and/or liaises with possible third parties’ event runners/managers
- Manages and organises workshops (virtual and face-to-face), study tours and other relevant visits as requested.
- Cooperates with dialogue owners (EU and ASEAN), beneficiaries and key stakeholders at large, interface institutions, and others as applicable and needed.
- Liaises with participants, supports registrations; manages travel bookings/reservations.
- Produces registration and confirmation letters, invitation letters, name badges, VIP and speaker name cards, list of attendees etc. Keeps track of RSVP, maintaining calendars and in close coordination with the host country, supports with visa applications.
- Coordinates closely with E-READI core team throughout the entire event management process.
- Coordinates and liaises with ASEC’s Conference Services, Protocol and Formalities Division for events taking place at the ASEAN Secretariat premises.
- Coordinates and communicates with GIZ Country Office(es) and HQ for events and travel arrangements of participants and speakers.
- In close coordination with the Communication Expert, supports the preparation of visibility material for events.
- In close coordination with the Procurement officer, supports the preparation of visibility and materials production.
- Undertakes travels and attend events as appropriate.
2. Project related management assistance:
- Assists with the preparation and documentation of (team) meetings.
- In coordination with the Communication Expert, provides event-related data acquisition and processing for further inclusion in project database and statistics.
- Coordinates internal event calendars, traveling and appointments of Key Experts and Project Managers related to specific events under his/her responsibility.
3. General Support
- Provides general support to Team Leader, management staff and other colleagues as appropriate and necessary.
C. Required qualifications, competencies, and experience
Qualifications
- At least Bachelor’s Degree in related disciplines
Professional Experience
- At least 5 years of professional experience in an international context.
- Previous work experience in similar roles
- Prior experience with ASEC/ASEAN, EU, GIZ and other donors & ASEAN Dialogue Partners is considered an asset.
- Previous experience in organising high-level events is considered an asset.
Other Knowledge, Additional Competencies
- Very strong planning and organizational skills
- Excellent oral and written communications skills
- Proficiency in English, knowledge of other AMS languages 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. Spirit of initiative.
- Team spirit.
Duty Station: Jakarta
Joining Date: a.s.a.p.
Direct Supervisor: Team Leader of the E-READI project
Please submit your motivation letter and comprehensive resume (including trainings and list of references) to recruitment-indo@giz.de by 17 November 2021 with subject line E-READI – Project Events 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