Travel & Logistic Junior Officer

Posted 10 months ago by GIZ
Location Baghdad Job Type Permanent
Salary Sector NGO
General Responsibilities  
The position holder is responsible for: 
  • travel arrangements for GIZ personnel, groups and other GIZ partners, including  scheduling flights and ground transportation, booking accommodations and handling any  other trip-related tasks.  
  • administrators typically work for GIZ - Iraq Depending on the size of GIZ in Iraq he/she  may work as part of a team  
  • liaising with customers in a service-oriented manner on behalf of GIZ County Office • maintaining a helpful attitude to customers, ensuring that the office creates 
a professional impression 
  • coordinate effectively all activities related to logistic for contracting of services • performing general clerical services 
  • support Logistic Officer in all tasks related to the job 
  • dealing with all questions arising in the area of responsibility 
  • identifying relevant problems and issues and assisting in formulating implementation oriented solutions  
  • further developing instruments and assisting in introducing innovation and change  • managing knowledge by disseminating and documenting know-how, experience and  information  
Performs the following tasks  
Arrange Transportation, Lodging and Logistic: 

As the primary function of a travel & logistic junior officer, this responsibility involves finding and  arranging appropriate modes of travel, such as flights and rental cars, as well as making  reservations at hotels, motels or other forms of lodging. The logistical aspect of transporting  groups of people from one location to another requires a great deal of planning and organizing. 
The position holder provides logistic support to GIZ operations for crossing border and  distribution of the materials in the region for Country Office and for the programs. 
Travel & logistic junior officer process custom declaration procedure (duty-free import of goods,  entering information in customs declaration database, producing statistics), organizes and  checks ship consignments, monitors clearing of goods, assists with organizing and coordinating  collecting of goods. Keeping the file of import is one of the important admin tasks. 
Process Reimbursements: 
The employees of an organization will often need to be reimbursed for the cost of a hotel room,  taxi ride, meal or other travel expense, and it is up to the travel & logistic junior officer to make  sure that such reimbursements are properly recorded, documented and issued.  
Serve as Liaison: 
Sometimes an organization will rely on a third-party travel agency to plan travel arrangements,  but that doesn’t mean that the travel & logistic junior officer´s work is done. It is the duty to  facilitate communication between their organization and the chosen travel agency, make sure  that the travel agency understands what requirements must be met and review all of the  agency’s bookings for accuracy, cost-effectiveness and policy adherence.  
Provide Information:  
Before each traveller can get to where they’re going, they first need to know when and how to  get there. The travel & logistic junior officer is responsible for communicating such information to  travellers, which can include which hotel room they’ll be occupying, the departure time of the  flight they’ll be taking and the mode of transportation they’ll be using to travel to and from the  airport.  
The travel & logistic junior officer Skills  
The junior officer must have an excellent level of organization, the ability to understand  complicated logistical information and high attention to detail. Furthermore, they also need to be  able to communicate with employees, supervisors and travel agencies with professionalism,  clarity and accuracy. In addition to these general skills and personal characteristics, employers  are looking for a travel & logistic junior officer with the following skills. 
Core skills:  
a travel & logistic junior officer focus on mastering the following:  
  • Outstanding interpersonal communication  
  • Working knowledge of the travel industry and logistic especially in the field of import and  custom clearance  
  • Ability to juggle multiple projects simultaneously  
  • Understanding of travel policies and regulations  
  • Negotiation skills  
  • Ability to maintain and manage vendor relationships  
Advanced skills:  
  • Experience with coordinating travel arrangements and custom services for import of  goods 
  • Experience working in the travel industry and in the logistic 
  • Firm grasp of digital data and file management systems 
Required qualifications, competences and experience  
  • University degree in accounting or related area  
  • certificate in event management or similar area and/or  
Professional experience 
  • at least 3 years’ professional experience in a comparable position  
Other knowledge, additional competences  
  • good working knowledge of ITC technologies (related software, phone, fax, email, the  internet) and computer applications (e.g. MS Office)  
  • outstanding management skills  
  • outstanding communication skills  
  • confidential handling of information on staff and finances  
  • very good knowledge of the European language widely used in the country, ideally a  knowledge of German  
  • willingness to upskill as required by the tasks to be performed – corresponding  measures are agreed with management 
Requirements for application: 
  • Subject line of the application should clearly indicate the vacancy applied for. • CVs and motivations letters that are in the form of IMG, pictures, screen-shots and  links will not be accepted. 
  • Only shortlisted candidates will be contacted. 
  • Applications passed the expiration date of the advertisement will not be considered. 

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