The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a
German public-benefit federal enterprise. GIZworks worldwide in the field of
international cooperation for sustainabledevelopment 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 isto support ASEAN integration aiming at poverty
reduction through inclusive andsustainable growth. By achieving its integration
goal, the citizens of ASEANMember States shall benefit from stronger, more
equitable and sustainableeconomic growth, increased leverage as a union, and
enhanced socialopportunities. The facility’s purpose is to support the
implementation of theASEAN Community blueprints, and subsequent plans, drawing
on Europeanexperience and know how through sectoral policy dialogues (at all
levels andincluding democratic institutions and Civil Society) supporting thus
the policydevelopment processes in areas of joint interest, and provide
capacity buildingcovering the three pillars (Security and Political, Economic,
Socio-Cultural)of the ASEAN Community.
GIZ is seeking onequalified Indonesian candidate for the following position:
Project Events Specialist
A. Responsibilities, include but not limited to:
Manage eventsand logistic support for planned events (workshops, conferences,
trainings)etc. The incumbent will work closely with the Key Experts (KEs),
E-READISupport staff and the Non-Key Experts (NKEs). Project related and
managementassistance, including secretarial and administrative support might
complete thetasks. The incumbent will report to the Team Leader and KEs in
charge ofE-READI supported events.
B. Tasks
1. Logistics and event management support, where applicable in
coordinationwith the virtual event manager:
- In coordination with the Key Expert in chargeassists 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 coordinationwith on-site visits pre, and
post event.
- Establishes and drafts the budget estimationand per diem calculations for
participants. Establishes the event expensereport.
- Liaises with necessary entity for what refersto 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 possiblethird parties’ event
runners/managers
- Manages and organises workshops (virtual andface-to-face), study tours and
other relevant visits as requested.
- Cooperates with dialogue owners (EU andASEAN), beneficiaries and key
stakeholders at large, interface institutions,and others as applicable and
needed.
- Liaises with participants, supportsregistrations; manages travel
bookings/reservations.
- Produces registration and confirmationletters, invitation letters, name
badges, VIP and speaker name cards, list ofattendees etc. Keeps track of RSVP,
maintaining calendars and in closecoordination with the host country, supports
with visa applications.
- Coordinates closely with E-READI core teamthroughout the entire event
management process.
- Coordinates and liaises with ASEC’sConference Services, Protocol and
Formalities Division for events taking placeat the ASEAN Secretariat premises.
- Coordinates and communicates with GIZ CountryOffice(es) and HQ for events
and travel arrangements of participants andspeakers.
- In close coordination with the CommunicationExpert, supports the
preparation of visibility material for events.
- In close coordination with the Procurementofficer, supports the
preparation of visibility and materials production.
- Undertakes travels and attend events asappropriate.
2. Project related management assistance:
- Assists with the preparation anddocumentation of (team) meetings.
- In coordination with the CommunicationExpert, provides event-related data
acquisition and processing for furtherinclusion in project database and
statistics.
- Coordinates internal event calendars,traveling and appointments of Key
Experts and Project Managers related tospecific events under his/her
responsibility.
3. General Support
- Provides general support to Team Leader, managementstaff and other
colleagues as appropriate and necessary.
C. Required qualifications, competencies,and experience
Qualifications
- At least Bachelor’s Degree in related disciplines
ProfessionalExperience
- At least 5 years of professional experiencein an international context.
- Previous work experience insimilar roles
- Priorexperience with ASEC/ASEAN, EU, GIZ and other donors & ASEAN
DialoguePartners is considered an asset.
- Previousexperience in organising high-level events is considered an asset.
Other Knowledge, Additional Competencies
- Very strong planning andorganizational skills
- Excellent oral and writtencommunications skills
- Proficiencyin English, knowledge of other AMS languages is considered an
asset.
- Fullyproficient in the following software applications: Word, Excel, and
PowerPoint.
- Knowledgeand experience running a virtual events and knowledge of online
platform wouldbe advantage.
- Flexible and outcome driven. Spirit of initiative.
- Team spirit.
DutyStation: Jakarta
Joining Date: a.s.a.p.
DirectSupervisor: Team Leader of the E-READI project
Please submit your motivationletter and comprehensive resume (including
trainings and listof references)to recruitment-indo@xxxxxx by 17November 2021
with subject line E-READI – Project Events Specialist.
Please name your fileas follow format:
[Your Complete Name]_[Motivation Letter/CV/Latest Education Certificate] (i.e:
NakulaSadewa_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
