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 and Event
Assistant

 Responsibilities

The
incumbent will perform the scope of the following tasks, but is not limited to: 

• Provide and perform meeting services
• Handle and overview of meeting room booking
• Maintain and controlling the cleanness and
  tidiness of meeting rooms and storage
• Responsible for the successful operation and
  administration of the internal meeting
• Ensuring that all meeting activities are carried
  out professionally to standards and at the highest level of service
• Responsible for coordinating the delivery of all
  food, catering and beverages
• Liaise with vendors for uploading and unloading
• Supervising the vendor’s work after office hours
  and/or on the weekends for event

Tasks

1.      Meeting
Services

• Maintain
  and overview of all meeting rooms including its furniture, carpets and windows
• Sets
  up and prepares the meeting rooms one day before the event/meeting
• Control
  and maintain meeting equipment such as, cutlery, glassware, plates, etc.
• Maintain
  and set up meeting equipment such as; LCD, Laptop, Screen, Audio, etc.
• Provides
  beverages and snacks, e.g. serves coffee, tea and refreshments for meeting
  participants, guests and visitors
• Ensure
  that meeting equipment are provided and usable
• Purchase
  of coffee break items for the meeting including lunch boxes
• Prepare,
  set up and control signage for all meeting

 

2.      Administration

• Purchase and overview of groceries
  for the office supply such as: coffee, tea, sugar, water, etc.
• Monthly report to the Manager and
  maintain the groceries stock
• Maintain storage system for meeting
  equipment and supplies
• Requesting and manage cash advance
  for meetings need
• Completing and prepare documents for
  all purchase  to be reported to the finance unit

 

3.      General
tasks

• Perform work related errands as
  requested if and when required
• reports damage to office areas and
  equipment
• organises and monitors maintenance
  and repair

 

Required qualifications, competences and experience 

• Minimum Senior High School in Tourism or equivalent in the related field;
• At
  least 3-5 years’ work experience in a comparable position with references,
  preferable with hotel background;
• Good working knowledge of modern
  telecommunication systems (telephone, fax, e-mail and internet);
• Good language skills in English;
• Good working knowledge of computer programs
  (e.g. MS Office);
• Ability to work in an international team and
  under pressure;
• Basic
  knowledge of service standards, guest relations, food and  beverage
  preparations as well as etiquette;
• Reliability
  and good organisational skills, appropriate appearance and clothing;
• Good
  stamina to set up meeting equipment’s

 

Duty
Station: Jakarta

Direct Supervisor: Travel and Event Manager

Expected
Joining Date: Immediately

 

Interested candidates should submit a motivation letter, CV,
trainings attended and list of references, addressed to [email protected]. The closing date to submit the application letter is
on 23 July 2017.  

Please
indicate your application by putting the following code in the subject line: GIZ
COI – TEA. 

Please name your file as follow
format:

[Your Complete Name]_[Motivation
Letter/CV/Latest Education Certificate] (i.e: Putra Pangeran_CV or Putra Pangeran_Motivation
Letter or Putra Pangeran_Reference)

 

Only short-listed
candidates will be notified