Junior Event Specialist

 Deutsche Gesellschaft fuer Internationale Zusammenarbeit (GIZ) GmbH in Ukraine is seeking for the programme “U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme” a qualified professional to fill the position of a 

Junior Event Specialist (full time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

In the last few years, Ukraine has developed and adopted various laws in favour of an ambitious decentralisation reform, which was meant to reshape the relations between the national, regional and local levels and build institutional capacity. Given the important new tasks, responsibilities and financial resources that local self-governments were given, the implementation of the reform required to be accompanied by expert advice, trainings and diverse support measures. U-LEAD (Ukraine-Local Empowerment, Accountability and Development) with Europe was launched to become a special measure conducted as a multi-donor action by the EU and its member states Germany, Estonia, Sweden, Denmark, Poland and Slovenia to support the Ukrainian government in the implementation of the decentralisation reform.

Key responsibilities:

• Organization of various events in Kyiv, throughout Ukraine, as well as abroad;
• Support to Project Management Unit of U-LEAD with Europe Programme (hereinafter ‘PMU’) administrative processes;
• Compliance with GIZ Code of Conduct and P+R.

Main tasks:

Events Organization:

• Support the organization of offline, hybrid (combination of offline and online) and online events in U-LEAD premises and within Ukraine;
• Close cooperating with all U-LEAD Units – assisting in events preparation, running, closure and follow up;
• Assisting with budget estimations for events; 
• Proceeding with market research for every event ensuring all required C&P procedures are followed for the vendors selection to guarantee compliance with GIZ and GIZ Ukraine Country Office’ requirements;
• Advising on the venues for each event, booking venues and participating in fees negotiations;
• Cooperating with chosen logistics vendors (transport, transfers, catering, accommodation, translation, other); 
• Keeping track of event finances including receipts, requests, invoices, and reporting.

 Support to PMU administrative processes:

• Organising and frequent updating all databases in use by PMU (DMS, MS Teams channel, other) in compliance with GIZ requirements;
• Coordinating PMU Team Leaders meetings, fixing agreements and following up on implementation supports organisation of PMU staff meetings and (team) workshops by identifying relevant content, as well as facilitates these meetings;
• Proposing PMU social events to improve cooperation and exchange within PMU;
• Proactively identifying topics and collecting inputs from PMU for U-LEAD Newsletter, and other channels of internal communication products;
• Administering vacation and birthday calendars, and supporting PMU non-English speaking staff with vacation requests preparation;
• Initiating, getting approvals and registering SRs within PMU responsibility;
• Supporting with the written translations of different kind of documents (agreements, processes descriptions, etc.) upon request;
• Back up Travel Coordinator in handling business trips.

Required qualifications, competences and experience:

Qualifications:

•      Bachelor’s degree 

Other knowledge, competences and experience:

• Experience working with GIZ U-LEAD is mandatory;
• Experience with organization of various events including managing of customers’ requests, including event’ finances and reporting;
• Experience with travel arrangements and business trips documents processing;
• Excellent organization skills and ability to accomplish projects with minimal supervision;
• Very good time management skills, ability to manage multiple tasks simultaneously;
• Problem solver able to meet deadlines and maintain a high quality of work;
• Team player with excellent written and verbal communication skills and service-oriented attitude ;
• High degree of loyalty, reliability, confidentiality, and integrity;
• High level of self-organization, motivation, flexibility, and stress resistance;
• Good working knowledge of MS Office package;
• Native Ukrainian, fluency in English;
• Willingness to upskill as required by the tasks to be performed.

We offer:

• Official employment;
• Salary fixed in EUR, performance-related bonuses and 13th salary;
• Medical insurance, 29 vacation days annually;
• Language classes, hard and soft skills trainings;
• Individual and group psychological support;
• Possible remote and flexible work;
• Meaningful and valuable work, international environment.

Employment conditions 

Full time position with 40-hours working week. Place of assignment is Kyiv. Start as soon as possible. The contract duration is until the end of December 2023, prolongation is possible. 

GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement. 

Application 

Application comprising of the candidate's CV and a cover letter in the English language explaining the motivation to apply for the job is to be sent until COB 08 June, 2023, Thursday. 

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely. 

Only shortlisted candidates will be contacted for the next stages of the recruitment process.