Administrative Specialist

Managing smooth functioning of all facilities function including Housekeeping, Security, Reception, Support Services, drivers etc. Logistics & Event Coordination for GIZ office and sectoral projects. Managing and formalisation and implementation of all facilities related agreements – such as AMC, service agreements, corporate agreements with hotels, guest houses, institutions etc. Managing travel portfolio of GIZ office including booking of tickets, coordinating for invoices etc. Managing payment processing of centralized invoices. Clearing overtime and misc. expenditure of support staff and small vendors. Extensive Contract Conclusion and Operation background. SLA Management with Travel agencies. Core Scope of Tasks Implementation of Framework contract and conclusions of AMCs Initiates the conclusions, renewal of Framework Agreement. Implements and monitors the agreements, once concluded. Consolidates and monitors invoices under the framework agreement and forwards the same to Finance department. Managing and concluding corporate agreements with hotels. Uploads agreements in DMS and concluding AMC's. Invoice processing Receives invoices of consumables, cleaning materials and other items from projects. Consolidates the invoices and forwards the same to Finances Department. Is responsible for utility, mobile & data card bill payments. Monitor Rental payments and process miscellaneous payments. Facility Management Oversee the reception, housekeeping, security and other support services of GIZ office. Monitor overtime, medical and leave management of support staff. Monitoring pest control of GIZ offices and upkeep of common areas. Travel and Event Coordination Manage travel portfolio of GIZ office and undertaking travel insurance. Arrange hotel accommodation and local travel. Organising training, events and workshops Customs Declarations Prepares and submit all necessary paper for duty free import of goods. Monitors and controls deliveries by ship and release of good and further processing. Organises and coordinates the collection of goods. Enters information in the customs declaration database, prepare statistics if needed. Insurance Organises renewal of insurance for project vehicles. Processes accident insurance claims against local and German insurance companies in cooperation with Head Offices. Exposure to insurance Administration. Administrative Services Inform GIZ staff in the country in question about customs issues relating to private good and registration and insurance of private cars. Inform and assists GIZ staff as regards outwards journeys as part of the GIZ office's service package. Use external service providers to complete customs declarations procedures and vehicle registration and supervises them. Organises distribution of office supplies. Monitors the setting up and handling of vehicle logs. Summarises report by driver on the condition of vehicles. Engagement competency with Government agencies. Perform other duties and tasks at the request of management. Expertise in Indian Labour Laws and Compliances.

GIZ Country Office Delhi is the central element of GIZ's field structure in India. It ensures consistent representation of the company and its successful positioning as a service provider for Indo-German Development Cooperation. The GIZ Country Office India provides human resources and administrative support services for technical cooperation programmes and projects in India.