Вакансія: Event and Travel Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH in Ukraine is seeking a qualified professional for the Sustainable Economic Development Cluster to fill the position: 

Event and Travel Specialist (full-time, Kyiv)

(internal SAP code: Administrative Specialist)

The Sustainable Economic Development (SED) Cluster of Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH comprises various projects implemented on behalf of the German government supporting Ukraine to develop a resilient and competitive economic sector.

Partners of the projects are Ukrainian ministries on the national level, administrations on regional level, stakeholders on the municipal level, and private sector companies. There are 8 bilateral, regional and global projects in the cluster portfolio.

Area of responsibilities:

Events

• Supporting the drafting of Terms of Reference for event services including definition of venue requirements.
• Advising on the venues for each particular event, booking venues and negotiating fees.
• Researching vendors (accommodation, catering etc.) and proposing the best combination of quality and cost; updating a list of appropriate event locations for different purposes.
• Managing and coordinating vendors and all event logistics.
• Coordinating with logistics companies where needed to work efficiently.
• Ensuring high level of service providing for event organizing and following rules of Service Order placement.
• 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, time and security constraints.
• Assisting with preparing budgets and providing periodic progress reports to Cluster / Project management for each event.
• Anticipating and planning for different scenarios.
• Managing multiple events simultaneously with careful planning, coordiation and support.
• Developing new ideas to improve the event planning and implementation process.

Travel

• Acting as Travel Focal Point for all projects in the Cluster.
• Making the arrangements related to travel management (planning, hotel bookings, visa support, insurance, preparation of all relevant documents, summarising documentation etc.).
• Supporting the organization and logistical preparation of activities such as study tours, conferences, workshops, delegation visits etc.
• Coordinating transportation service providers.

General

• Closely cooperating and coordinating work with other Travel Focal Point, Project teams and Finance and Procurement team of the Cluster.
• Act as the main point of contact for event- and travel-related queries from team members and external partners.
• Regularly undertaking documentation and filing, as well as data management.
• Advise on communication channels and document storage for event- and travel-related materials.
• Maintain and update event- and travel-related documents and lists.
• Onboard new members, providing them with necessary information and access to the event- and travel-related topics.
• Carrying out occasionally background research and presenting findings.
• Complying with GIZ rules and standards.
• Performing other duties and tasks at the request of management.

Requirements:

• BA in Business Administration, Marketing, Economics or comparable.
• 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.
• Ability to travel within Ukraine and abroad as needed for event execution.

We offer:

• Official employment with possibility to be waived from military service.
• 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

Full-time position with 40-hours working week. Place of assignment is Kyiv. The contract duration is till April 2026 with the option of prolongation.

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

Application

We are looking forward to your application in English, comprising your CV and a Cover letter explaining your motivation to apply for the job to [email protected] until COB 12 March 2025, 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.