GIZ Job Vacancy: Junior Event Officer - Jakarta, Indonesian

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperati... thumbnail 1 summary
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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: Junior Event Officer

Responsibilities

The incumbent will perform the scope of the following tasks, but is not limited to:
  • Responsible for the successful operation and administration of all internal meetings
  • Supervise and monitoring the work of the office assistants and control the quality of their services
  • Ensuring that all meeting activities are carried out to professionally standards and at the highest level of service
  • Responsible for coordinating the purchase of all food, catering (menu choice) and beverages for meetings
  • Control, keep an overview and report concerning all meeting devices such as Audio, LCD, Screen, Laptop, etc.
  • Control, keep an overview and report concerning the need of office supplies and groceries
  • Overview of the storage system and organizing the items to be put at the storage
  • Assisting the project staffs for all meeting needs, such as prepare the meeting equipment (pin board/soft board) to be borrowed for their events outside the office and assist them for all inquiry of a storage
  • Liaise and control the work of plants vendors (weekly) and carpet cleaning, once every three months
Tasks

Meeting Services
  • Organize the booking of the meeting room and overview of daily meeting booking
  • Prepare the summary of the daily meeting needs (Banquet Event Order) for the office assistants
  • Briefing the office assistants and issue their daily schedule for the preparation of the meeting
  • Control the preparation of the meeting rooms one day before the event and ensure that all meeting rooms ready by a half an hour before the meeting starts
  • Double check the set-up of meeting equipment such as; LCD, Laptop, Screen, Audio, etc.
  • Control the quality of the beverages and snacks, e.g. coffee, tea and refreshments for meeting participants, guests and visitors
  • Purchase of coffee break items for the meeting including lunch boxes
  • Liaise with vendors for uploading and unloading
  • Prepare, set up and control signage for all meeting
Administration
  • Purchase, keep an overview and maintain groceries stock for the office supply such as: coffee, tea, sugar, water, etc.
  • Monthly report to the Manager 
  • 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
General tasks
  • Perform work related errands as requested if and when required
  • Reports damage to office areas and equipment
  • Monitoring the items at the storage including organization of the storage place and determine which items can be stored at the storage 
  • Organises and monitors carpet cleaning work from outside vendors on the weekends, once every three months
Required qualifications, competences and experience
  • Senior High School diploma, SMK or equivalent
  • At least 3-5 years’ work experience in a comparable position with references, preferable with hotel or restaurant, catering background as a coordinator/supervisor
  • Good working knowledge of modern telecommunication systems (telephone, fax, e-mail and internet);
  • Good language skills in English is a must
  • 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
  • Willing to work extra hours and on the weekend (occasionally), when and (if) required
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 recruitment-indo@giz.de. The closing date to submit the application letter is on 28 August 2018.

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