Purpose of the job
To support Greenpeace International with the planning and logistics for large international meetings in line with budget constraints and the programme planning process, in order to ensure that meetings are planned as efficiently and as cost effectively as possible.
Main responsibilities
1. Travel Agent Relationship Management
Develop and manage relationship with GPI travel agent, and negotiate travel fees and service level agreements, in order to secure the best price for Greenpeace and to ensure that travel costs are kept within budget constraints. Analyse, evaluate and advise GPI Management in order to improve efficiency on (global) travel issues. Maintain close contact with the Ship’s Unit crewing department on travel issues.
2. Meeting Logistics
Assist Unit and Directorate Assistants in planning large, internal GPI meetings and events in order to ensure the smooth execution of all meetings on a logistical level, including venue bookings and some travel arrangements. Ensure adequate communication with meeting participants about logistics, amongst others through maintenance and updating of an “events & meetings” site on the intranet.
3. Venue Relationship Management
Develop, maintain and manage a network of meeting venues and hotels for use by GPI and negotiate meeting and room rates with venues and hotels in order to secure the best price for Greenpeace and to ensure that meeting costs are kept within budget constraints. Analyse, evaluate and advise GPI Management in order to improve efficiency on event issues.
4. Equipment Management
Maintain a supply of meeting equipment in close cooperation with IT Support, required for large GPI meetings in line with budget constraints in order to ensure that a working standard supply of equipment is available at all times and is allocated as efficiently as possible. Liaise closely with IT Support to define the standard package of equipment.
5. Meeting Administrative Support
Maintain an overview of meeting administrative support requirements and allocate/provide this administrative support as needed.
6. Meeting Logistical Support Coordination
If, where and when appropriate, allocate/provide and supervise seconded personnel, temporary project staff and volunteers to ensure that all meetings are provided with logistical support.
7. Meeting Co-ordination and Planning
Liaise with Unit and Directorate Assistants and other stakeholders (e.g. IT Support) and maintain an overview of all planned GPI meetings, in order to ensure that all meetings are timed, planned and co-ordinated as efficiently as possible within the planning process schedule and in line with budget constraints.
Skills required / qualifications
Required:
- Professional education/proven experience (> 3 years) in organizing Events
- Professional education/proven experience (> 5 years) on Travel management
- Proven planning and logistics experience
- Proven budget control and management experience
- Proven experience of vendor negotiation
- Fluent written and spoken English and Dutch. Knowledge of other language(s) is a preference
- Proven project management skills
- Driver’s license
- Working outside regular office hours
- Like to work with (Greenpeace) people from different nationalities
- Experience in dealing with unexpected/ad hoc situations
- Computer literate, incl. but not limited to set up and maintain the Event/Travel Intranet section.
- Willing to travel abroad
- Replaces the Events Manager during her absence
How to apply
To apply please send a CV and letter of motivation before March 18th 2012 to:recruitment.int@greenpeace.org
