Junior Administrative Specialist

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the project “Strengthening Communities in South and East Ukraine through Localized Action (EMPOWER)” to fill the position of the:

Junior Administrative Specialist (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

Due to the widespread destruction of essential basic services in Ukraine, more than 14.6 million people, including 3.7 million internally displaced persons (IDPs), are in dire need of assistance, particularly in the eastern and southern regions.

To address the pressing need for comprehensive support, the new Multi-Donor Action “Strengthening Communities in South and East Ukraine through Localized Action (EMPOWER)” is planned. The project will be financed by the Federal Ministry for Economic Cooperation and Development (BMZ) through Transitional Development Assistance (UH) funds and receive co-financing from EU with a total commissioning value of up to 37.5 Mio. EUR. The objective is to provide protection, psychosocial support and essential assistance to populations particularly affected by the war in selected regions of South and East Ukraine (6 oblasts) with a focus on war-affected population and vulnerable groups. The project will be implemented along the Humanitarian-Development-Peace (HDP) Nexus with a strong focus on the localization agenda, enabling local partners to expand and improve basic service provision and promoting local ownership.

The project is part of the GIZ Ukraine. The duration of the Action is scheduled from 01.06.2024 to 31.12.2026.

Job responsibilities:

• Office management, inventory, control of on-site assets.
• Documents’ reception, management, filing, minor translation into English.
• Managing the invitations for events organized by the project, checking the planned attendance, making participant lists, informing participants about event logistics, managing participants’ queries, distributing, and collecting filled in standardized evaluation forms.
• Organization of various types of events in the respective oblast, including participant management and logistics, coordination of events organization by implementing partners (NGOs) and in coordination with cluster Communication team.
• Keeping track of events’ finances, including preparation of service requests, pre-checking of events’ invoices and reports.
• Following personal data protection rules during handling of participant lists and other activities implementation documents and entry of personal data into monitoring tables in cooperation with Monitoring Specialists of the project.
• Organizing events’ logistics, including catering, accommodation, participants travel, similar in coordination with Project Managers.
• Preparing service requests in cooperation with the person responsible for the preparation of the event.
• Support of the project team in preparation of capacity development measures with the preparation of necessary materials.
• Support of Project Managers in preparation of tenders and contracting procedures, ensuring GIZ and EU branding and visibility compliance.
• Collecting invoices and performance reports (including participant lists or payment documents) following the deadlines.
• Pre-checking and pre-processing invoices for future management by the FinAdmin team.
• Filing event/related documents, making digital copy of files.
• Entering data related to activities and events, participants, trainers and further data into monitoring tables along with all supporting documents (agendas, reports, photos, standardized evaluation forms, etc).
• Supporting office management, assisting in inventory of the assets.
• Acting as the Security Focal Point for the project and cooperation with the Risk Management Office of GIZ.
• Communicating regularly with local services providers.
• Communicating and effective cooperation with the cluster colleagues.
• Ensuring discreet behaviour vis-a-vis third parties in all internal matters.

Required qualifications, competences and experience:

• Bachelor’s Degree or equivalent.
• At least 2 years’ work experience in event management, office management or related fields.
• Strong organizational and planning skills.
• Ability to work under pressure.
• Customer and service-oriented attitude.
• Strong team player.
• Very good Ukrainian language skills. Good knowledge of English.
• Very good computer skills (MS Office Suite, Excel, PowerPoint etc.

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

The assignment starts as of 01.06.2024. Full-time position with 40-hours working week. Probation period – 3 months. Place of duty: Kyiv with partially remote mode. For now, the contract duration is till the end of 2025, with a probability for prolongation.

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 to  Отправить резюме until COB 16 April 2024, Tuesday.

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.