Travel Management Assistant_Announcement Extension

Title: Travel Management Assistant

GIZ Turkey – CV Template.doc

Period of Assignment: 1 year

Location: Ankara

A. Main Activities

General Tasks:

• Ensuring the day-to-day activities and a good and timely communication flow in the office, by liaising with customers in a service-oriented manner
• Performing daily operational logistical tasks and liaising with GIZ Finance and Accounting Department for the documentation of the payments of related logistical activities (tickets, travel reimbursement/claims etc.)
• Organizing conferences and meetings by liaising with other departments or hotels
• Arranging travels for GIZ member for inbound, outbound, and domestic trips, dealing with flight tickets, hotel reservations, and all related invoices in accordance with GIZ Rules
• Maintaining the DMS archive and IDA page for Logistics related documentation
• Supporting the department with the “fleet management” / carpooling by dispatching the jobs, and collecting data
• Supporting GIZ for small event organisations
• Managing the functional mailboxes of the finance and admin department (e.g. inquiry, procurement)

Business Travel related Tasks:

• Support the Business Travel Management
• Liaising with GIZ contracted travel agency to procure flight tickets for staff members’ official travel
• Receiving the flight ticket invoices from the travel agency, registering, checking them for their completeness with all needed supplementary documents and preparing them for the finance department for the payment
• Supporting the staff members for hotel reservations, transfer arrangements during their business trips
• Supporting staff members with their visa application process by providing necessary documents
• Providing necessary information for travellers for their inbound/outbound travels
• Maintaining and updating the Travel Application and Travel Claim Forms
• Receiving the travel claims from the travellers, registering, checking them for their completeness, submitting them to the finance department as ready for payment

Event Management Related Tasks:

• Scout venues for GIZ events in different locations inside Türkiye
• Maintain a database with all the hotels/venues authorized/recommended
• Liaise with RMO office for the clearance of venues used for GIZ events.
• Share list of recommended venues with Project’s Office Managers and RMO
• Organise and coordinate logistical aspects for meetings, workshops, seminars and other events (e.g. booking of meeting facilities and equipment, booking of accommodation, catering, interpretation and technical support to the organization, logistic accompaniment of events, contracting and financing, transparent and reliable use of funds and proper documentation of events)
• Liaise/communicate with respective focal points at programme/bureau level for GIZ events to be organized
• Arrange programmes for visitors (this include: making travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)

Office Work Tasks:

• Coordination of the Meeting Rooms in the office spaces in Ankara with the office managers and the support staff for the preparation of the Meeting
• Supporting staff members on visa applications and support them with necessary documentation
• Provide travellers with all the necessary information for their inbound/outbound travels
• Inform RMO and Dispatch about travel arrangements made for staff members

Fleet Management/Carpool related Tasks:

• Dispatch and work arrangements of all drivers in GIZ Ankara
• Coordination of the transport needs of GIZ Office & Projects in Ankara (within the town, and outside)
• Coordination of the transportation needs for all GIZ Staff members, visitors, and delegations during their travels to/in Ankara (pick-up airport; etc.)
• Coordination of drivers, their work schedule and overtime
• Make proper utilization of the vehicles
• Immediate report and documenting to his line manager in case of irregularities, overconsumption, or any problem
• Coordination and documentation of the use of external transport company
• Informing the RMO for all movements for the GIZ staff members
• Supporting international staff in various logistical and individual arrangements
• Regular service and maintenance of the vehicles
• Ad-hoc service, arrangement of purchase of spare parts
• Accident report, dealing with authorities (police) and insurance company (ref: claims)
• Assists in forwarding registration and insurance papers to the responsible project/programme staff
• Assists the line manager with processing accident insurance claims against local and German insurance companies, in cooperation with GIZ Head Office

Other duties/additional tasks:

• Performs other duties and tasks at the request of management

B. Required qualifications, competencies and experience

Education/Qualifications

• Bachelor’s degree in economics, logistics business/travel administration or in a similar area

Professional experience

• At least 5 years of professional experience and 3 years of professional experience in a comparable position
• Strong organizational skills and experience in administration
• Experience in ticketing and event related arrangements

Other knowledge, additional competencies

• Professional fluency in Turkish and English is required, knowledge of German is an asset
• Confidential handling of data and information
• Advanced working knowledge of ICT and computer applications (e.g. MS Office package) required
• Very good people skills and strong team player
• Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management
• Ability to work under pressure and flexible/out of office hours and meet tight deadlines
• Ability to handle stressful situation appropriately
• Outstanding verbal and very good written communications skills
• Dynamic personality with a dedicated focus on the delivery of quality services even under tight timelines
• Self-motivated with proven ability to work creatively, proactively, and innovatively

Applications:

Interested and qualified candidates are requested to apply through our Job Portal Job opportunities | Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH (giz-jobs.com) by filling in the digital application form as well as submitting their CV in GIZ Turkey’s format and a Cover Letter in English, stating their qualifications and previous professional experiences.

The deadline for application is the 1st of July, 2024.

Only shortlisted candidates will be contacted.

GIZ is committed to gender balance and diversity without distinction as to race, sex or religion. GIZ is encouraging persons with disabilities to apply for the position.

ATTENTION: PLEASE SUBMIT YOUR CV IN THE GIZ CV FORMAT. THE APPLICATIONS IN ANY OTHER CV FORMAT WILL NOT BE REVIEWED.