Head of Facilities and Logistics

1. POSITION VACANT:

2. ORGANIZATIONAL BACKGROUND:

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is Germany’s leading provider of international cooperation services. With a presence of over 60 years in India, GIZ works in close partnership with the Indian Government to address development challenges such as high dependence on fossil fuels, the effects of climate change, urbanization, and rapid population growth.

Green and Sustainable Development Partnership (2022)

Through these initiatives, GIZ promotes renewable energy, climate resilience, sustainable resource use, and inclusive economic growth. Its efforts also emphasize vocational training, entrepreneurship, and social protection—especially for women and workers in the informal sector.

For more information, please visit: www.giz.de/en/worldwide/368.html.

Overview / Role Summary:

Head of Finance and Administration

The ideal candidate is a proactive, experienced leader with strong organizational, negotiation, and interpersonal skills who can drive operational excellence, sustainability, and continuous improvement in line with GIZ standards.

Key Responsibilities:

A. Management:

(1) Lead all administrative, facilities, and logistics functions for GIZ India.

(2) Supervise, mentor, and develop staff across functions and locations.

(3) Ensure team performance through effective planning, task allocation, and regular reviews.

(4) Promote a collaborative, innovative, and accountable work culture.

(5) Conduct annual staff evaluations and support professional development.

B. Advisory and Functional Responsibilities:

(1) Develop and implement operational frameworks and best practices for administration and logistics.

(2) Provide expert guidance on facility and procurement issues.

(3) Ensure cross-departmental coordination and alignment with GIZ India’s strategic goals.

(4) complex issues related to procurement, contracts, and logistics.

C. Premises Management:

(1) Manage all GIZ premises across India, including lease agreements, maintenance, and safety compliance.

(2) Maintain an updated database of lease contracts and ensure timely rental payments.

(3) Oversee property maintenance, repairs, and safety standards (Indian and, where required, German).

(4) Coordinate office relocations, renovations, and upkeep.

(5) Maintain inventory records, asset tagging, and GDPR-compliant documentation.

(6) Liaise with landlords, vendors, and service providers to ensure high-quality facility management.

D. Internal Operations and Staff Management:

(1) Supervise daily office operations and ensure smooth coordination between administrative and support staff.

(2) Manage both in-house and outsourced auxiliary staff to maintain operational efficiency.

E. Administration:

(1) Manage utilities, insurance renewals, office supplies, and related vendor relationships.

(2) Oversee administrative and logistical arrangements for meetings, workshops, and events.

(3) Ensure timely processing of invoices and payments.

(4) Maintain accurate records, monitor stock, and ensure proper storage management.

(5) Represent GIZ in dealings with vendors and service providers (security, maintenance, etc.).

F. Support to Short-Term Experts and Visitors:

(1) Coordinate logistics for international and national experts, including relocation, accommodation, and documentation.

(2) Assist with customs clearance, rental contracts, licenses, and emergencies as required.

G. Travel and Event Management:

(1) Manage domestic and international travel arrangements for GIZ personnel and visitors.

(2) Maintain relationships and negotiate contracts with travel agencies, airlines, hotels, and event vendors.

(3) Ensure efficient processing of travel documentation (visas, itineraries, payments, etc.).

(4) Research competitive travel options and maintain cost efficiency.

H. Other Responsibilities:

(1) Recommend improvements in administrative processes and policies.

(2) Support the digitalization of management and procurement tools.

(3) Stay updated on GIZ rules, compliance standards, and administrative policies.

(4) Undertake additional duties as assigned by management.

4. QUALIFICATIONS, EXPERIENCE, AND COMPETENCIES:

(1) Master’s degree in Business Administration, Management, or equivalent (preferably in logistics, supply chain, or related fields).

(2) Certificate or training in tourism/travel management preferred.

(3) Minimum 8 years of relevant professional experience, including at least 3 years in a leadership role.

(4) Proven experience managing administration, logistics, or facilities in an international organization.

(5) Strong understanding of building maintenance, health and safety regulations, and facilities management.

(6) Excellent leadership, planning, and organizational skills.

(7) Strong negotiation, decision-making, and problem-solving abilities.

(8) Ability to work under pressure and manage multiple priorities.

(9) High level of service orientation, integrity, and professionalism.

(10) Excellent communication skills in English and Hindi (knowledge of German is an asset).

(11) Strong intercultural competence and ability to lead diverse teams.

(12) Willingness to upskill as per organizational requirements.

5. COMPENSATION OFFERED:

GIZ offers an attractive and competitive compensation package, commensurate with qualifications, experience, and prior salary history.

6. LOCATION:

7. CONTRACT DURATION:

8. REFERENCE: HFL-GIZ

9. APPLICATION PROCESS:

resume and cover letter

interviews may be conducted before the application deadline

Work–Life Balance

Gender Diversity

Candidates who have completed a consultancy assignment with GIZ within six months prior to the intended start date are not eligible, per GIZ policy.

SAMS