Office Manager

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) in Ukraine is seeking for its Lviv office a qualified GIZ staff member to fill the position of a:

Office Manager (full-time, Lviv)

(internal SAP code: Office Manager)

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) is implementing technical assistance project FELICITY II funded by the German Ministry of Economic Affairs and Climate Action (BMWK) through the International Climate Initiative (IKI). The focus of the project concerned is creating of pre-conditions for investments and low-carbon transformation of municipal utility infrastructure.

Office manager is needed to support the project team FELICITY II and other GIZ projects teams based in Lviv in their administrative and organizational tasks, as well as in ensuring the continuous and smooth operation of the office.

Areas of responsibility: 

• Support of the project management and the teams in their administrative and organizational tasks (e.g. ticket procurement, travel expense accounting, room rental, hotel bookings, etc.);
• Organization and coordination of project events in Lviv;
• Ensuring good communication and information transfer within the projects and to the Clusters and GIZ Country office;
• The filing of documents in accordance with GIZ filing rules; 
• Keeping records of the office contracts and invoices;
• Maintenance of the office space and ensuring the continuous supply of appropriate communal services;
• Management of appointments in the conference room.

Tasks: 

Administrative services:

• 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;
• Arranges and maintains contact database of the project;
• Manages external interpretation/translation services upon request;
• Translates documents;
• Prepares the accounting documentation for payment and / or billing.

Office management:

• Manages office space and is the key resource in management and preparation of the joint conference room;
• Monitors the availability of accessories and stocks and carries out procurement in accordance with guidelines;
• Ensures maintenance of office furnishings and equipment;
• Ensures maintenance of presentation technology;
• Ensures continuous supply of appropriate communal services;
• Supports compiling and continuously updating an inventory list;
• Supports the procurement and financial officers upon request.

 Support to event management:

• 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.;
• Adheres to appropriate protocol and correspondence guidelines when communicating within GIZ and with any external partners.

Required qualifications, competences and experience: 

• At least 2 years relevant work experience in a similar position;
• Vocational administrative or commercial degree or equivalent;
• Undergraduate degree;
• Proficiency in written and spoken English and Ukrainian;
• Good working knowledge of ITC technologies and computer applications (e.g. MS Office);
• Keen interest in the field of international cooperation for sustainable development in Ukraine;

Additional skills:

• Consistent approach to work with energy, creative, positive and constructive attitude, pro-activity;
• Ability to prioritize tasks independently with possible time constraints and work load;
• Organizational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work;
• Candidate has a calm diplomatic manner and can be good-humored even under pressure;
• Customer and service-oriented attitude.

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. The contract duration is until December 2026. Duty station is Lviv.

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

Application 

We are looking forward to your application in English, comprising your CV and a cover letter explaining your motivation to apply for the job to Отправить резюме until COB 29 March 2024, Friday.

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.