Head of Service Unit Event and Travel Service

 GIZ-Internal/External Vacancy Announcement #083/2021

GIZ Country Office

As a federal owned company, GIZ – the Deutsche Gesellschaft for Internatoinale Zusammenarbeit GmbH – supports the Federal Government of Germany in achieving its goals in international cooperation for sustainable development.

The African Union (AU) aims to promote the political, economic and social integration of its 55-member states. With twelve organs, the AU is represented at various African locations. The African Union Commission (AUC) serves as the secretariat of the AU and is responsible for development cooperation. After the European Union, the Federal Government of Germany is the largest bilateral and thus a strategically important and prominent partner of the AU. The GIZ Coordination Office for the AU (GIZ African Union Office) in Addis Ababa is responsible for the implementation of pan-African programs with the AU and its bodies in four priority areas - peace and security, regional economic integration, good governance / migration, education and employment, and agriculture - on behalf of the Federal Ministry for Economic Cooperation and Development (BMZ), the Foreign Office (AA) and other clients. The continental portfolio, which currently has over 200 employees, translates into an annual title volume of approximately € 49 million in more than 40 countries in Africa; the Multi-country programs span across several locations throughout Africa. The GIZ Office to the AU is assuming overarching tasks for the management and quality assurance of its growing portfolio. Due to the continental positioning, business policy questions on cost-effectiveness and efficiency, as well as new perspectives through digitization, are being re-examined, e.g. to optimize continental tenders and personnel recruitment.

We are looking for an experienced employee who, with creative will as well as openness to piloting and innovation, contributes to the further development of this dynamic GIZ portfolio and supports us in making the GIZ Office to the AU efficient and cost-effective.

As Event and Travel service Unit Leader, you will advise and support the management of the GIZ AU Programs. You will provide your expertise, the necessary tools and technology to handle the complex and fundamental questions or tasks assigned to you with the corresponding significance. You prepare data and information according to the requirements. In doing so, you take into account legal, contractual and corporate policy conditions and ensure the quality of GIZ Events.

Contract end date: 31/08/2022         

Responsibilities and Duties

The Head of Service Unit Event and Travel Service will be responsible for:

The Service Unit Leader will oversee the travel & events Service Unit in the GIZ AU Portfolio. The Service Unit is tasked with planning, organizing and managing trainings, events and conferences at the GIZ AU in Ethiopia and other African Countries, as well as booking flight tickets and hotel and supporting visa procedures.

The tasks of the Head of Service Unit Event and Travel Service are:

• managing staff in accordance with management principles and guidelines to promote a sense of corporate identity, enable employees to carry out tasks independently and create scope for creativity and innovation
• Providing orientation for the team in relation to organizing and managing Face-to-Face, hybrid and virtual events with high quality standards, in a cost-efficient way and in line with internal rules and regulations. Coordination with other involved units.
• Selection and supervision of external service providers (e.g. caterers, hotels, printing agencies for event material, technicians) as well as event speakers or moderators/facilitators to ensure sustainable high quality standards of GIZ events.
• Regular evaluation and (if necessary) changing of service providers (in case of low quality, price increase, etc.).
• Assessing and continuously adapting/improving procedures for product delivery with the team and the clients (through feedback questionnaires to participants and internal clients, meetings, etc.).
• managing of Virtual, Hybrid, as well as Face-to-Face Events and initiates IT based solutions for regional and international travel
• management of a defined project in the field of digital events search, evaluation and implementation of further features and tools for the implementation of digital events at GIZ AURollout of the “Virtual Space” across all business areas at GIZ AU
• advice and support for the GIZ AU projects in planning and realizing digital events
• monitoring and ensuring that they provide cost-effective services
• internal and external networking between different groups, thinks and acts outside the boundaries of the immediate team and considers management goals and requirements in providing services
• makes available expertise in the context of knowledge management and advises external parties on issues from the manager’s area of responsibility
• supports cooperation, regular contact and dialogue with GIZ Country Offices across the continent and cooperates with Event and Travel-Teams, relevant organizational units, individuals in the program to improve and maintain good working relationships
• Communicates GIZ-AU interests and efforts, forwards these and encourages sharing ideas and information for the benefit of the program on regional/ international events
• Informs on rules and regulations concerning GIZ travel policies (flight classes, allowances)

Job Requirements

Required educational qualifications, professional experience and competency

Qualifications

• Master's degree in Event, Hospitality Management, preferably with focus on hybrid and virtual event management or similar area

 Professional experience

• At least 3 years’ professional experience in a comparable position with management experience
• Excellent knowledge of procurement procedures and contract management (at least 2 years’ experience)
• A proven track record of organizing large-scale events or trainings.
• A very good working knowledge of ICT and computer applications (e.g. MS Applications and MS 365 clouds)
• Excellent English knowledge (spoken and written); very good knowledge of the European language widely used in the country, ideally a knowledge of German and/or French

Other knowledge, additional competences

• Combination of analytical skills and of managerial skills.
• Strategic thinking; ability to develop and implement strategies to further advance and improve the services offered
• Ability to perform tasks efficiently and professionally in a highly organized manner.
• Highly service-oriented character and communicator
• Solution-oriented mindset.
• Ability to manage complex procedures and meet deadlines. 
• Takes over responsibility for the tasks assigned to her/him and carries them out independently.
• Good team leader; ability to advise internal and external partners.
• Shows own initiative and creative thinking in developing optimized, client-oriented procedures and instruments.
• Exhibits conscientiousness, reliability, integrity, loyalty, commitment and perseverance.
• Has flexibility, is willing to learn and improve, has a constructive approach to challenges.
• Ability to work under pressure, strong team orientation and negotiation skills.

How to Apply

Application procedure:

Interested and qualified candidates shall submit their motivation letter along with their non-returnable recent CV via Ethiojobs or Email: hreth@giz.de

Note: Please make sure you mention the Vacancy Number ‘Head of Service Unit Event and Travel Service #083/2021” in the subject line of your email application. Due to large number of applications we categorize applications with the vacancy numbers. Applications without vacancy numbers in subject lines might not be categorized in the appropriate folder and could be disqualified.

Only short-listed candidates will be contacted

 We encourage persons with disabilities to apply for the position. In case of equal qualification, persons with disabilities will be given preference.

Applications from qualified women are very encouraged.

“Please refer to our brochure to learn more about GIZ’s attractive benefit package.”