Greater Accra Region Full Time Government
Confidential
6 days ago

Job Summary

Perform duties of a Events & Logistics Officer

  • Minimum Qualification: Degree
  • Experience Level: Senior level
  • Experience Length: 3 years

Job Description

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH seeks the services of an Events & Logistics Officer


Job Title: Events & Logistics Officer


Job Location: Accra, Greater Accra


Job Description

  • Assisting with filing documents in reference files or DMS in line with GIZ’s filing rules
  • Ensuring that tasks are carried out smoothly within the assigned area of responsibility
  • Organising and coordinating all work stages
  • Performing all daily duties in the assigned area of responsibility
  • Liaising with clients in a service-oriented manner on behalf of the Governance Programme
  • Maintaining a helpful attitude to clients, and ensuring that the office creates a professional impression
  • Communicating efficiently and professionally with offices and partners with which regular contact is maintained


Tasks


Clerical services

  • Ensures that the necessary office supplies are available
  • Reports damage to the facilities manager, organises and monitors the service and repair of office equipment
  • Follows up on visas and other necessary permits required for partner / official travels
  • Provides travellers with all the necessary information for their travel


Support for administrative & finance officers

  • Photocopies and scans documents as needed
  • Organises and compiles information materials
  • Labels files in accordance with GIZ filing rules
  • Completes forms and tables in accordance with specific instructions from the superior
  • Prepares documents, service requests and enquiries


Support for (official) travel

  • Procures tickets for domestic travels
  • Reserves hotels, rental of cars etc
  • Assists to organise visas and other necessary permits and documents

Event management

  • Organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events (pin boards, projector, flipchart, photograph etc)
  • Arranges programmes for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc
  • Arranges accommodation for arriving visitors, short-term and long-term experts
  • Arranges accommodation for project activities
  • Evaluates hotel prices and negotiates better room rates (ensures value for money)


Procurement & Contracting

  • Purchases office equipment and supplies within set value limits
  • Analyses terms of reference and prepares consultancy contracts within set value limits
  • Liaises with the Country Office on consultancy contracts above set value limits for the project
  • Analyses concept notes and prepares financing agreements within set value limits
  • Liaises with the Country Office on financing agreements above set value limits for the project
  • Keeps a list of all consultants and rates for short-term assignments


Administration

  • Organises and files documents in reference files or in DMS in line with GIZ’s filing rules
  • Assists to coordinate driver schedules and ensures that visitors and experts arriving in the country are picked up from the port of arrival
  • Checks vehicle logbook entries


Other duties/additional tasks

  • Photocopies and scans documents as needed
  • Performs other duties and tasks at the request of management 


Qualification and Requirements

  • A minimum of a First degree in business administration or any related area
  • At least 1-3 years’ professional experience in a comparable position
  • Good working knowledge of ICT technologies (related software, phone, email, the internet) and computer applications (e.g. MS Office)
  • Good knowledge of the English language
  • Good management skills
  • Outstanding communication skills
  • Outstanding analytical skills
  • Confidential handling of information on staff and finances
  • Willingness to travel within the country
  • Willingness to up-skill as required by the tasks to be performed – corresponding measures are agreed with management

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