Head of Facilities and Logistics

1.  POSITION VACANT: Head of Facilities and Logistics, GIZ India, New Delhi

2.  ORGANIZATIONAL BACKGROUND:

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH, Germany's leading provider of international cooperation services, has a significant presence in India, operating for over 60 years with offices in major cities including Delhi, Bengaluru, and Mumbai. GIZ partners with India to address key development challenges stemming from its status as a rapidly growing economy, such as high dependency on fossil fuels, the impacts of climate change like desertification and water scarcity, and the pressures of urbanization and population growth.

GIZ's work in India is guided by the Green and Sustainable Development Partnership signed between India and Germany in 2022, reinforcing the commitment to achieving the goals of the 2030 Agenda and the Paris Agreement. Operating on behalf of the German Government, the European Union (EU), other public and private clients, and civil society, GIZ focuses its efforts across several key thematic areas within the country.

These core areas include Environment, biodiversity, and natural resource management; Sustainable urban and industrial development; Energy transition and efficiency; and Social and private sector development. Through projects in these fields, GIZ supports sustainable practices, resource conservation, climate resilience, and inclusive growth.

Specific initiatives involve supporting communities in conserving natural resources, promoting clean and resilient urban and industrial development, aiding the transition to renewable energy, reducing emissions, improving vocational education, fostering fair employment and entrepreneurship, and enhancing social health protection, especially for vulnerable groups like women and informal sector workers.

For more information about GIZ please visit: https://www.giz.de/en/worldwide/368.html.

3.  JOB DESCRIPTION/ RESPONSIBILITIES:

Overview/ Role Summary:

Reporting to the Head of Finance and Administration, the Head of Facilities and Logistics (HFL) will be responsible for leading and managing GIZ India’s facilities, administration, logistics, and travel functions across multiple locations. The role entails strategic oversight of premises management, administration, travel and event coordination, related procurement, and staff supervision to ensure efficient, compliant, and high-quality support services. The position requires a proactive and experienced professional with strong leadership, organizational, and negotiation skills, capable of fostering operational excellence, team development, and continuous improvement in alignment with GIZ’s standards and sustainability goals.

(1) Manage all the GIZ premises (Delhi-based and at all other locations).

(2) Meeting the administrative requirements of the country office independently.

(3) Supervision of the administrative and auxiliary staff hired by Country Office.
(4) Facilitate travel and event management.

(5) Take care of logistics of GIZ India.

(6) Ensure that all processes are in accordance with the rules and regulations of GIZ and that services are provided to the internal and external clients at the highest level of quality and satisfaction.

(7) Provide commercial advice on activities as and when required.
(8) Further develop the department to keep it updated on latest standards.

Key Duties & Responsibilities:

A. Management Responsibilities:

(1) Responsible for business areas, orders and measures assigned to the post-holder and for managing all staff reporting to her/him.

(2) Manages staff in accordance with management principles and guidelines to promote a sense of corporate identity.

(3) Enables employees to carry out tasks independently and create scope for creativity and innovation.

(4) Oversees recruiting, selecting, grading, planning the assignment of and professional development of staff members reporting to her/him

(5) Allocates tasks to staff members and ensures the quality and timely completion of their work outputs through regular monitoring and supervision.
(6) Carries out annual staff assessments and development discussions with the staff members reporting to her/him

B. Functional and Advisory Responsibilities:

(1) Develops themes and instruments in her/his working area and incorporates these into the overall context of GIZ India.

(2) Makes available expertise in the context of knowledge management and advises external parties on issues from the manager’s area of responsibility.

(3) Networks with other units and considers management goals and requirements in providing services.

(4) Develops solutions for complex and, where necessary fundamental, issues relating to the Procurement and Contracting section.

C. Premises Management:

(1) Maintains and administers the database of lease contracts signed within and outside New Delhi wherever GIZ activities are on-going.

(2) Ensures rental payments are made to the Lessors as per terms of the contract.

(3) Maintains standard lease agreement formats and advises / assists experts in locating residential / office spaces.

(4) Responsible for all daily and non-routine maintenance of the premises.

(5) Responsible for day-to-day contact with owners for contractual issues.

(6) General routine/ non-routine upkeep of the office premises with particular attention to occupational health and safety.

(7) Plans, organises and coordinates interior works and or office moves between premises.

(8) Interacts with business partners in all issues relating to the premises including the periodical invoicing of the projects/ partners for different services provided.

(9) Ensures regular procurement and maintenance of assets in the premises.

(10) Ensures proper tagging and maintenance of inventory.

(11) Ensures the building meets health and safety requirements up to Indian standards and where necessary up to German standards.

(12) Ensure recordkeeping and data processing procedures and comply with GDPR requirements.

D. Internal Operations and Staff Management:

(1) Manages daily office operations.

(2) Organises, supervises and coordinates work mechanisms of the auxiliary staff (both in-house and outsourced staff).

E. Administration:

(1) Manages processing of invoices for utilities services and contact with utilities services providers. Ensures timely payment is made.
(2) Responsible for all administrative and logistic arrangements for meetings, workshops etc.
(3) Monitors availability of supplies / inventory of office consumables.

(4) Updates and informs the progress of work to the superior on regular basis.

(5) Keeps track of all insurance (e.g. buildings, vehicles etc.), ensures timely payments to prevent any insurances from lapsing.

(6) Keeps and maintains the store and monitors the stock on regular basis.

(7) Represents the organisation for all routine/ non-routine relations with security firms.

(F) Services for Short Term Experts and Other Visitors:

(1) Takes care of GIZ seconded experts’ relocation to India, including assistance with custom clearance, licences, rental contracts etc.

(2) Responds appropriately to emergencies or urgent issues as they arise and support the Experts accordingly.

(G) Travel and Event Management:

(1) Maintains positive relationships with vendors of direct travel, such as car rentals, hotels, and airlines.

(2) Negotiates preferred rates and where required framework contracts with vendors of direct travel, events and hotels.

(3) Plans travel accommodations, booking flights, hotels, car rentals, and coordinating activities.

(4) Manages and processes all travel-related documentation, including payments, itineraries, visas, medical, and legal forms.

(5) Assists with any travel-related issues that may arise.

(6) Researches travel deals and evaluates prices and services.

(7) Arranges travel accommodations for business visitors.

(H) Other Duties/ Additional tasks:

(1) Advises the management about procedures and processes to improve services to the projects/programs.

(2) Supports the development of digital tools to support management decisions and overview in the procurement areas.

(3) Remains updated on the latest Rules and Regulations of GIZ applicable to administrative processes and ensures compliance.

(4) Performs other duties and tasks at the request of management.

4.  QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

(1) Masters in Business Administration/ Management or equivalent (preferably in business, supply chain, and other fields related to logistics).

(2) Certificate course in tourism or travel management.

(3) At least 8 years of equivalent experience including a minimum of three years of proven disciplinary leadership experience.

(4) Exposure to working in an international environment.

(5) Sound knowledge of relevant health and safety codes.

(6) Familiarity with maintenance requirements of old and new buildings.

(7) Capacity to handle multiple demands with tight timelines.

(8) Outstanding negotiation and decision-making skills.

(9) Good problem-solving skills.

(10) Ability to tend to emergencies outside of normal working hours.

(11) Exceptional organizational and conceptual skills and strong intrinsic motivation to get things done.

(12) Excellent interpersonal and communication skills with a strong spirit of service orientation.

(13) Strong leadership skills based on sound knowledge of leadership principles and team dynamics.

(14) Strong intercultural skills.

(15) Must be fluent in English and Hindi, or other regional language. Knowledge of German would be a strong asset.

(16) Finely tuned organisational skills and ability to work on one’s own initiative at the conceptional level.

(17) Willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

5.  COMPENSATION OFFERED:

Gross compensation budgeted for the position is attractive. Please note that the offer made to the selected candidate shall be commensurate with qualifications, experience, and salary history.

6.  LOCATION: New Delhi

7.  CONTRACT DURATION:  2 years (extendable)

8.  REFERENCE: HFL-GIZ

9.  APPLICATION PROCESS:

Eligible candidates interested in the position are requested to submit their resumes along with a cover letter at the earliest.

Due to the urgency of the position, interviews may be scheduled even before the closure of advertisement.  Hence, interested candidates are encouraged to apply at the earliest.

- GIZ supports Work-Life Balance.

- GIZ promotes Gender Diversity – Applications from women professionals are encouraged.

- Individuals who have completed a consultancy assignment with GIZ less than 6 months prior to the intended start date for this position will not be shortlisted due to organizational policy.