Events and Logistics Specialist – Somalia Administration and Finance Cluster

Place of Assignment: Mogadishu, Somalia

Initial Contract Period: one year with possibility of extension

Application Deadline: 2nd May 2024

Core Responsibility

In your role as events and Logistics Specialist, you will: -

•         Processing requests at project level on a timely basis.

•         Instantiate a transparent process according to P+R

•         Coordinating effectively with other colleagues in the administrative and finance departments at various projects within the cluster.

•         Ensuring that the provided services are within the section and are done correctly according to P+R.

Where appropriate and reasonable, you perform further tasks assigned to you by your line manager outside the scope of the job description.

This position is assigned to GIZ salary band 4.

Main Tasks

•         Assists in organization of internal and external events according to the guidelines of GIZ

•         Assists & guides other colleagues within the projects on matters relating to events and logistics in accordance with P+R guidelines.

•         Arranges for smooth flow of events process in Mogadishu.

•         monitors utilities and material on project level and ensures timely restocking of the same.

•         Organizes travel, accommodation needs for colleagues and partners.

•         Collaborate with project colleagues and support in receiving GIZ cargoes and goods at Mogadishu port and airport, ensuring efficient clearance and timely delivery.

•         Act as the focal point and coordinate with potential service providers, suppliers, and logistics companies for project logistics-related tasks, building and maintaining strong partnerships to ensure quality service delivery.

•         Coordinate and support in managing, organizing, and planning key GIZ events/ functions for Mogadishu, ensuring successful outcomes and stakeholder satisfaction.

•         support and follow up with work permit and international staff work permit that will be done through an agency.

•         Supports the visa process for colleagues and partners.

•         Conduct regular logbook checks of all GIZ vehicles.

•         Ensures the good quality of office material in GIZ Mogadishu offices.

•         Advises on event management procedures to colleagues and partners

•         Participates in meetings and events with other members of the Admin- and Finance Cluster

•         Deputizes other Events and Logistics Officers in other duty stations.

•         Maintains inventory record in Mogadishu office.

•         Performs other duties & tasks at the request of management.

Administrative support:

•         Work closely with project colleagues and support the preparation/submission of tax exemption processes for GIZ goods and cargoes in Mogadishu, ensuring adherence to relevant regulations and guidelines.

•         In coordination with RMO, Undertake and coordinate accommodation booking responsibilities for GIZ travelers in Mogadishu, bearing in mind the primary and Overflown whitelisted accommodation providers.

•         Receive invoices/receipts from vendors/suppliers and accommodation providers levied on respective GIZ projects in Mogadishu

Procurement Facilitation:

•         Arrange and facilitate the procurement process for GIZ projects in accordance with P+R Guidelines.

•         Undertake and support GIZ Mogadishu office procurement tasks including office utilities, stationery, vehicle maintenance, and fuel management.

•         Organize invoices and generate material requests for project procurement needs, as well as maintain procurement-related records and documentation for the Mogadishu office.

•         Undertake Market surveys and collect quotations and bids for purchase requests by GIZ projects in Mogadishu.

•         Generate a list of potential suppliers update the vendor list and coordinate with suppliers in timely delivery of goods and services.