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Travel and Inventory professional (full time, Kyiv)

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH
2 года назад
19 августа 2021
Киев

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is seeking for the Country Office in Kyiv a qualified staff member to fill the position of a

Travel and Inventory professional (full time, Kyiv) 

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development and international education work, with 22,199 employees. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment, energy and the environment, and peace and security. Our business volume is around 3.1 billion euros. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in around 120 countries in achieving their objectives in international cooperation. With this aim, GIZ works together with its partners to develop effective solutions that offer people better prospects and sustainably improve their living conditions.

At present, GIZ in Ukraine operates on behalf of four German Federal Ministries. Additionally, we work for the European Union (EU) and the Swiss State Secretariat for Economic Affairs (SECO). Together with our partners, we are promoting EU approximation and the reform process in Ukraine. 

The current priorities of German-Ukrainian cooperation are: good governance, energy efficiency and climate and sustainable economic development. Cooperation work outside these priority areas includes the effective long-term management of the situation in the east of the country, which focuses on strengthening the capacities of local communities hosting internally displaced people.

Area of responsibilities: 

  • Technical control of team tasks and activities referred to Travel Management, Inventory Management, reporting of tax days;
  • Development and adaptation of work processes of travel and logistics;
  • Contact person for the clusters and projects as well as for the Focal Point groups in matters of Travel Management and Inventory;
  • Settlement of travel expenses claims for international and national GIZ employees, CIM experts, Development workers, Partners;
  • Reporting tax days of GIZ international staff to the Headquarter;
  • Procurement of flight tickets and train tickets for GIZ employees and CIM experts, Development workers, Partners;
  • Daily operational execution of all logistical issues for GIZ Ukraine;
  • Inventory management in the GIZ Country Office Kiev and expert advice on the relevant projects;
  • An overall smooth and fluid workflow within the assigned area of responsibility. 

Tasks:

Travel expense accounting and reporting of tax days to GIZ Headquarter 

  • Settling of travel expenses for international and national GIZ employees (domestic and international travel) as well as CIM experts, Development workers, Partners in accordance with P+R as well as with travel expense guidelines.
  • Calculating of VAT in international business trips.
  • Informing travelers about the status of the processing of travel expenses. Registering the taxable days of GIZ employees abroad and reports them monthly to GIZ HQ.
  • Storing the travel expense documents, the associated correspondence and the information on the taxable days in accordance with the GIZ rules.
  • Carrying out the ongoing quality assurance of travel claims in the Travel Team.
  • Releasing the travel expense reports for payment.
  • Assuming the role of the process owner in the Country office, updates the process documentation if necessary.
  • Developing documentation and training materials in the field of Travel Management, acting as a speaker. 

Travel Management and Travel Insurances abroad 

  • Coordinating of ticket purchases for international and domestic flights and being in contact with frame travel agencies.
  • Issuing tickets and other documents, forwarding them to the travelers.
  • Registering tickets in SAP Cosoft Tickets.
  • Coordinating the return of boarding passes, reimbursement of flight tickets and arranging reimbursements for unused flights from travel agencies.
  • Responsible for preparing the documentation for new frame contracts with travel agencies.
  • Responsible for insurance abroad of GIZ stuff and Partners.

Inventory Management in the Country Office and advisory function for the Clusters and Projects

  • Updating the inventory list of the Country office when fixed assets are received, cooperation with Headquarter.
  • Performing the annual inventory on June 30th each year in the Country Office and sending the signed inventory list to the Headquarter.
  • Contributing to process development and updating of Inventory Management in the Country Office.
  • Advises projects on inventory management issues and conducts training on this.

Professional coordination / additional tasks

  • Imparting professional knowledge on new process introductions to the employees of the Travel Team and ensuring the exchange of information within the team.
  • Taking over the communication of new process introductions to the projects and advising on the applications.
  • Ensuring the quality assurance of the service provided by the team, maintaining contact with projects and promoting customer orientation of the service provision
  • Coordinating and controlling team tasks: preparation of training materials and creation of the training plan; conceptual preparation of the team's contributions to annual meetings, focal point meetings, updating of policies and processes, etc.
  • Contact person for the online image of the GIZ Country office Travel Team and the relevant topics (content and organization).
  • Responsible for the induction of new employees, advising the LFA on the identification of suitable further training measures for the employees.
  • Taking part in audit in Projects and checking the correctness of their areas of responsibility.
  • Contact person for audit and revisions held in the Country Office.
  • Participating in other office activities / tasks or carrying them out depending on the assigned tasks.

Required qualifications, competences and experience:

  • BA in Business Administration/Accounting.
  • At least 3 years in similar position.
  • GIZ experience is desirable.
  • Profound knowledge of IT-based accounting applications.
  • Good working knowledge of information and communication technologies (Internet, Email, Outlook) as well as computer applications like Excel, MS Teams etc.
  • Confident in processing data and information.
  • Excellent command of English and/or German.
  • Improving her/his qualification in line with the job requirements. Relevant measures are agreed with the manager.

Assignment 

Full time position with 40 hours working week. Expected start date is as soon as possible. Contract duration is 2 years. Prolongation is possible.

GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement. 

Application 

We are looking forward to your application in English comprising your CV and a cover letter explaining your motivation to apply for the job.  Deadline is COB 29.07.2021. 

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely.

Only shortlisted candidates will be contacted for the next stages of the recruitment process. 

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