The Office & Facilities Officer- Travel and Events will function as an integral part of the Office & Facilities Department and deliver a wide range of support and administrative services to the business. The O&F Senior Officer will carry out administrative tasks pertaining to travel bookings, events, and other tasks related to management-support on a regular basis.
Main Tasks
•Responsible for Management Support for travel coordination and organization liaising with travel coordinators both local and regionally. (i.e.) includes providing cost-effective, viable options on travel arrangements and hotel bookings for business trips as per NEXtCARE standards:
•Travel and event coordination and bookings
•Working on sustainable travel arrangements / Reporting
•Booking and coordination supporting departments business requirements
•Ensuring the Group Travel standards are adhered to and managed accordingly
•Provides guest services by assisting in the travel and accommodation needs of the company guests by providing cost-effective, viable options; liaise with the regional BUs as and when needed; maintain and record relevant documents such as Business Travel Proposals and invoices.
•Manages the ‘Travel Security’ communication and act as a Centralized contact between Managers and Allianz SE Corporate Security in preparation of the ‘Emergency Data Sheet’ and updates with the ‘Travel Bans and Restrictions.
•Events:
•Drafts the plan for the Events by specifying the requirements and specifications as per department protocol.
•Designs, drafts, and implements SOPs within the assigned area of responsibility; follow required process for agreeing on changes in SOPs and updates the same from time-to-time.
•Pillars to support regionally:
•Sustainability focus: Data collection for Environmental reporting / Roll out of initiatives and follow up
•Group Insurance Management: Control and maintenance of all insurance policies and adaptations
•Health and Safety: Local regulations are now requiring more activity under this pillar and activities on sites need to be coordinated and upgraded
•Awareness programs to support department goals
•Performs other Office and Facility related duties and responsibilities as required.
Role requirements
•Knowledge of general office administration procedures.
•Fair knowledge of local regulations and best practices.
•Ability to prioritize work based on the business importance.
•Able to demonstrate strong initiative with ability to work independently and maintain focus under pressure.
•Excellent time management skills.
•Customer-service oriented.
•Impeccable communication skills.
•Sound understanding of general office administration duties.
•Ability to anticipate gaps and work on solutions
Minimum requirements
•Bachelor’s Degree.
•3+ years of administration experience.
•Physically fit to carry out duties.
•Legally permitted to work in the country of operations.
•Fluency in MS Office (Excel, Word, Outlook, PowerPoint) and general internet navigation and research skills
Allianz Group is one of the most trusted insurance and asset management companies in the world. Caring for our employees, their ambitions, dreams and challenges, is what makes us a unique employer. Together we can build an environment where everyone feels empowered and has the confidence to explore, to grow and to shape a better future for our customers and the world around us.
We at Allianz believe in a diverse and inclusive workforce and are proud to be an equal opportunity employer. We encourage you to bring your whole self to work, no matter where you are from, what you look like, who you love or what you believe in.
We therefore welcome applications regardless of ethnicity or cultural background, age, gender, nationality, religion, disability or sexual orientation.
Join us. Let's care for tomorrow.
Note: Diversity of minds is an integral part of Allianz’ company culture. One means to achieve diverse teams is a regular rotation of Allianz Executive employees across functions, Allianz entities and geographies. Therefore, the company encourages its employees to have motivation in gaining varied skills from different positions and to collect experiences from across Allianz Group.
