Events Specialist (GIZ Office Nairobi)

A. Responsibilities

The Events Specialist plays a key role in the management of events, workshops, and conferences for GIZ office & projects primarily in Kenya and Somalia, while also providing support on a need-by-need basis to other projects in the region. The specialist ensures that all events are compliant with GIZ rules, regulations, and procurement processes. The Events Specialist also contributes to process improvement and knowledge management related to event logistics and procurement.

The Events Specialist key responsibilities include:

• Dealing with all questions arising in Events organisation.Organization of events, workshops, and conferences in KenyaFurther developing instruments and assisting in introducing innovation and change (checklists, processes, defining standards and service level agreements)
  

• Managing knowledge by disseminating and documenting know-how, experience and information
  

• Ensuring GIZ rules, regulations and processes on events are adhered to.
  

Tasks

The job holder is responsible for:

Event and Travel Management:

• Organising events, conferences, workshops, trainings and official visits (e.g. Study tours / transport which are carried out inKenya for Kenya/Somalia projects and for other GIZ offices.
  

• Coordinating hotel bookings, transport arrangements and other services needed for the events.
  

• Advising requesting units on possibilities and restrictions on events
  

• Initiating tender processes and issuing purchase orders
  

• Establishing and maintaining framework contracts with hotels and other service providers
  

• Flight bookings for office staff and other units requesting support
  

• Coordinating and booking of special flights on UNHAS, EU, UNSOS and providing general travel support to Somalia, Kakuma and Dadaab
  

Procurement & Contracting:

• Preparation of Tender for travel agency and ensuring implementation of the agreement.
  

• Conducting tender analysis processes for event-related procurements.
  

• Formation of agreements with airlines directly besides the arrangement with travel agency to secure benefits to GIZ such as frequent flyer points benefits for the eventual utilization as free tickets etc.
  

• Monitoring contract performance and liaising with project teams to ensure fulfillment of all contractual obligations
  

• Advising & guiding projects on P+R guidelines regarding aspects of events procurement.
  

Other duties/additional tasks

• Accounting and cost distribution of invoices in the context of the above-mentioned events, conferences, workshops, trainings and visitors’ trips as per instructions
  

• Maintaining and regularly updating a hotel database and files in collaboration with RMO
  

• Performs other duties and tasks at the request of management
  

A. Required qualifications, competences and experience

Qualifications

• BA in public relations, Marketing, Business Administration or Communication
  

Professional experience

• 4 years’ experience in event management in a similar organisation or in tourism industry.
  

Other knowledge, additional competences

• Self-driven with very good self-management skills, structured and systematic way of working.
  
• High service orientation
  
• Highly reliable and precise
  
• Ability to express oneself well both verbally and in writing clear and comprehensive adjusted to relevant target-group
  
• very good working knowledge of ICT and computer applications (e.g. MS Office)
  
• good command of English
  
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management