Office Manager / Receptionist

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH

growing Energy Efficiency Portfolio (EE) is seeking for a qualified professional to fill the position of the

Office Manager / Receptionist based in Kyiv

Area of responsibilities:

§ administrative support to the project teams and administrative units within the cluster/floor of the building

§ ensuring that the daily office work runs smoothly and organisational issues concerning the working space are always accordingly addressed

§ administers travels, meetings, appointments and briefings including drafting background notes when required

§ assists in travel management and accounting for the management team

§ prepares draft routine correspondence, general briefing notes, documents, translations and minutes of meetings upon requested

§ provides support in creation, maintenance and update of the filing system for the office and/or projects

§ drafts routine letters or reports

§ arranges and maintains contact database of the project

§ manages office space and is the key resource in management and preparation of the joint meeting room

§ monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines

§ ensures maintenance of office furnishings and equipment

§ supports compiling and continuously updating an inventory list

§ supports the procurement and financial officers upon request

§ ensures that the reception is available during working hours of the office

§ receives visitors at the front desk by greeting, welcoming, directing and announcing them appropriately

§ manages incoming and outgoing correspondence

§ answers, reviews, forwards and/or takes phone calls, ensuring to the extent possible that no phone calls are missed

§ regularly draws up a list of forthcoming meetings and events

§ supports organization of regular and ad-hoc meetings, external and internal workshops, trainings and other events

§ organises and coordinates logistics for planning, holding and documenting meetings, workshops, seminars and other events

§ arranges programmes for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.

Required qualifications, competences and experience

§ vocational administrative or commercial degree or equivalent

§ undergraduate degree

§ at least 2 years relevant work experience in a similar position

§ high proficiency in written and spoken English and Ukrainian;

§ good working knowledge of ITC technologies and computer applications (e.g. MS Office)

§ basic understanding of technical assistance specifics in a local context in Ukraine;

§ German language knowledge as an asset

§ consistently approaches work with energy, creative, positive and constructive attitude, pro-activity;

§ ability to prioritize tasks independently with possible time constraints and work load

§ outstanding organizational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work

§ has a calm diplomatic manner and can be good-humored even under pressure

§ willingness to upskill as required by the tasks to be performed

§ customer and service-oriented attitude

Employment conditions:

Full-time position for 12 months with 40-hours working week.

Application:

Please send us your CV and a cover/motivation letter in German or English by 15th of May.

More information on https://www.giz.de/en/worldwide/32413.html or http://eeib.org.ua/ http://eeau.org.ua