Вакансія: Travel and Event Coordinator

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the project “U-LEAD with Europe” to fill the position of the

Travel and Event Coordinator (full-time, Kyiv)

(internal SAP code: Administrative Specialist)

In the last few years, Ukraine has developed and adopted various laws in favour of an ambitious decentralisation reform, which was meant to reshape the relations between the national, regional and local levels and build institutional capacity. Given the important new tasks, responsibilities and financial resources that local self-governments were given, the implementation of the reform required to be accompanied by expert advice, trainings and diverse support measures. U-LEAD (Ukraine-Local Empowerment, Accountability and Development) with Europe was launched to become a special measure conducted as a multi-donor action by the EU and its member states Germany, Estonia, Sweden, Denmark, Poland and Slovenia to support the Ukrainian government in the implementation of the decentralisation reform.

Main tasks:

• Making the arrangements related to travel management (planning, hotel bookings, visa support, preparation of all relevant documents, summarising regional documentation etc.);
• Supporting the organization and logistical preparation of events such as study tours, conferences, workshops, delegation visits etc.;
• Coordinating transportation service providers;
• Advising on the venues for each particular event, booking venues and negotiating fees;
• Regularly undertaking documentation and filing, as well as data management;
• Researching vendors (accommodation, catering etc.) and choosing the best combination of quality and cost;
• Managing and coordinating vendors and all event logistics;
• Coordinating with logistics companies when needed in order to work efficiently since no frame contract are available;
• Ensuring high level of service providing for Event organizing and following rules of Service Order placement within new financial delegation;
• Overseeing event procedures and acting quickly to resolve problems;
• Handling participants’ queries to ensure smooth cooperation and processes according to GIZ rules;
• Keeping track of event finances including receipts, requests, invoicing, and reporting;
• Planning events with attention to details – especially financial and time constraints;
• Assisting with preparing budgets and providing periodic progress reports to management for each event;
• Anticipating and planning for different scenarios;
• Planning, organizing and supporting several events at once;
• Developing new ideas to improve the event planning and implementation process;
• Carrying out occasionally background research and presenting findings;
• Complying with GIZ rules and standards;
• Performing other duties and tasks at the request of management;
• Closely cooperating and coordinating work of group of event and travel coordinators with Finance and Procurement team of PMU.

Other duties / additional tasks:

• Coordinating group of event and travel coordinators within ETOM;
• Advising on details for event organising – especially financial and time constraints for our regional teams in 24 oblasts of Ukraine.

Requirements:

• BA in Business Administration, Marketing, Economics or related field;
• At least 3 years of professional experience in a comparable position;
• Excellent organization skills and experience with event management;
• Ability to accomplish projects on own responsibility within a team;
• Team player with intercultural communication skills and service-oriented attitude;
• Outstanding organizational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work;
• Reliability, confidentiality, flexibility and stress resistance;
• Excellent written and verbal communication skills;
• High degree of loyalty, self-organization and motivation;
• Good working knowledge of MS Office package;
• Native Ukrainian, fluency in English, knowledge of German is an asset;
• Willingness to upskill as required by the tasks to be performed.

We offer:

• Official employment;
• Salary fixed in EUR, performance-related bonuses and 13th salary;
• Medical insurance, 29 vacation days annually;
• Language classes, hard and soft skills trainings;
• Individual and group psychological support;
• Possible remote and flexible work;
• Meaningful and valuable work, international environment.

Employment conditions

The assignment starts as soon as possible. Full time position with 40-hours working week. Place of assignment is Kyiv. The contract duration is till October 2024.

GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.

Application

Application comprising of the candidate’s CV and a cover letter in the English language explaining the motivation to apply for the job is to be sent to [email protected] until COB 01.11.2023, Wednesday.

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely.

Only shortlisted candidates will be contacted for the next stages of the recruitment process.