Field Development Officer

Project Overview

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a German implementing organization which provides services worldwide in the field of international cooperation for sustainable development. GIZ has a record of more than 50 years of cooperation with the Association of the Southeast Asia Nations (ASEAN). GIZ in cooperation with the ASEAN Secretariat is currently preparing the implementation of the project “ASEAN-German Climate Action Programme” (CAP). The objective of this project is to improve cooperation within ASEAN for implementing ambitious climate policies. Three interacting outputs have been defined for achieving the module objective: The aim of Output 1 is to strengthen the institutional and individual capacity of the ASEAN bodies relevant to climate policy. In Output 2, the project will assist ASEAN to enhance its visibility in the international dialogue on climate policy. The activities in Output 3 support ASEAN and its member states to better to align their respective climate policies with one another. GIZ seeks a qualified Indonesian candidate for this position.

The incumbent will be responsible for overall technical coordination and organization of activities and events for the implementation of the project (including but not limited to events such as workshops, conferences, meetings, etc) and to assist the project management which may include also administrative support (including travel arrangement). In conducting the work, the incumbent is also expected to maintain a good relationship with GIZ Country Office in Jakarta and projects counterparts.

1. Oversees the overall activities: technical coordination, logistical and administrative planning; prepare the (GIZ and partner-related) formal documents together with the technical advisors for activities, prepare the procurement process in compliance with GIZ Procurement Rules (P + R) (if necessary).

2. Develops, manages and organises workshops, tours, and other relevant visits.

3. Supervise the conduct of events that are supported by third party.

4. Produces necessary collateral documents to support the events: registration and confirmation letters, invitation letters, name badges, VIP and speaker name cards, list of attendees, etc

5. Assist in keeping track of RSVP, maintaining calendars and in close coordination with the host country, supports with visa applications.

6. Undertakes travels and attend events as appropriate.

7. Coordinates and liaises with ASEC’s Conference Services, Protocol and Formalities Division for events taking place at the ASEAN Secretariat premises.

8. Liaise with person in charge/event runners from third parties’ (hotels, vendors/suppliers)

9. 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. This includes liaison with GIZ Country Office in Jakarta if necessary.

10. Liaises with event participants, supports registrations; manages travel bookings/reservations.

11. Assist in and/or carry out other project activities and tasks as assigned.

12. Provides general support to team leader, project team, and other colleagues as appropriate and necessary.

Qualifications

• At least Bachelor’s Degree in related disciplines

• At least 5 years of professional experience in project management, event management, travel, and related tasks in an international context

• Prior experience with international organization. Experience with ASEAN/ASEC, GIZ, or other donors is considered an asset

• Previous experience in organizing high-level events in considered an asset

Other knowledge, additional competences

• Excellent command on both spoken and written English

• Demonstrated ability to work effectively in a fast-paced office environment, both independently and as part of an international team

• Aware of social and intercultural sensitivities, flexible and possess a sense of diplomacy

• Adaptable to rapidly changing priorities and able to manage multiple deadlines and deliver high quality work products

• Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with management

Duty Station: Jakarta

Joining Date: as soon as possible

Direct Supervisor: Principal Advisor, ASEAN German Climate Action Programme