Junior Administrative Specialist

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the “Promoting Green Deal Readiness in the Eastern Partnership Countries” (ProGRess) and EU4ClimateResilience to fill the position of the:

Junior Administrative Specialist (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

The regional project ‘Promoting Green Deal Readiness in the Eastern Partnership Countries’ (ProGRess) is implemented by Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH and funded by the German Federal Ministry for Environment, Nature Conservation, Nuclear Safety and Consumer Protection (BMUV).

ProGRess supports the countries of the Eastern Partnership (EaP) in their transition to climate-oriented, resilient and green economic development. It aims to improve the conditions for the transformation of selected agricultural and related industrial food value chains. The project promotes the introduction of innovative technologies, tools and methodologies that provide a significant impetus for a transition to greater sustainability, climate resilience and long-term GHG mitigation in the region, accompanied by improved enabling framework conditions. Better access to financing options and support for the further improvement of existing financing mechanisms and instruments involving for example national banks, development banks and public budgets will facilitate implementation. Good practices and expertise will be fostered via regional exchange and anchored in the institutional structures of the regional and national implementing partners. GIZ will serve as the Partnership Coordinator for the overall project coordination of ProGRess. The GIZ project co-ordination unit will be based in Georgia with project representation in each of the five partner countries via GIZ, the Regional Environmental Center (REC) for the Caucasus in Armenia, Azerbaijan and Georgia, the European Business Association (EBA) in Moldova and the Institute of Economics and Forecasting of the National Academy of Sciences of Ukraine (IEF) in Ukraine.

The upcoming Multi-Donor Action “EU4ClimateResilience” is jointly co-financed by the European Union and the Federal Ministry for the Environment, Nuclear Safety and Consumer Protection (BMUV), and implemented by GIZ and OECD. EU4ClimateResilience is implemented as part of the BMUV-funded project ‘Promoting Green Deal Readiness in the Eastern Partnership Countries’ (PROGRESS). This complementarity and implementation of both the Action and PROGRESS by GIZ and OECD therefore reflects the Team Europe approach.

EU4ClimateResilience supports the Eastern Partnership (EaP) countries Armenia, Azerbaijan, Georgia, the Republic of Moldova and Ukraine in improving climate change and adaptation policies to achieve the mitigation and adaptation goals and targets under the Paris Agreement (PA) and related to bilateral agreements with the EU. This is achieved inter alia by technical support for the NDC 2025 up-date, improving the regulatory framework as well as further improving the institutional capacities to update the Nationally Determined Contribution (NDC), elaborate and implement Monitoring, Reporting and Verification (MRV) systems and mainstream climate change into sectoral and regional policies. The Action also acts on a local level by supporting the implementation of local climate adaptation projects, increasing the preparedness and resilience of cities and municipalities against short- and long-term climate risks. To mobilise additional sustainable investments, the introduction of innovative financial instruments such as green bonds will be supported. In Ukraine, the Action will address the reconstruction needs. EU4ClimateResilience and PROGRESS are complementary since both projects support the EaP countries in the context of the EU Green Deal.

Responsibilities

 The Junior Administrative Specialist is responsible for:

• performing commercial, organizational and administrative tasks;
• organization of events that are planned within ProGRess and EU4ClimateResilience;
• management of data with regards to evaluations, files, and statistics.

Tasks:

1. Event management

The Junior Administrative Specialist:

• is responsible for the organization, planning and administrative documentation of workshops, seminars, trainings, study tours, including management of the tendering processes;
• helps prepare visitor programs, draws up travel schedules, organizes transport of visitors and makes hotel and ticket reservations;
• in case of larger and more complex events, accompanies the responsible advisor for support at the location;
• supports short-term experts during their stay in organizational matters;
• reserves hotel rooms for event participants and short-term experts;
• organizes transportation for short-term experts and team members;
• participates in internal and external (team) meetings and workshops and assists with organizing and documenting these, e.g. by writing minutes;
• photocopies and scans documents as needed;
• develops and maintains a list of contacts for procurement of goods and services.

2. Contract management.

The Junior Administrative Specialist:

• drafts contracts below 2500 EUR;
• creates and maintains a filing system for the office or project, treats information confidentially, specifically in the areas of personnel and finance;
• acts as the Records Manager for PROGRESS and EU4ClimateResilience, and stores documents in the DMS;
• updates the filing system daily with incoming and outgoing correspondence.

3. Support to the Component leader and Project Manager (further – DVs)

The Junior Administrative Specialist:

• regularly draws up a list of forthcoming meetings and events and makes sure the Outlook Team Calendar is up to date;
• arranges small procurements upon the request of the DVs, (e. g. furniture, office goods);
• drafts the procurement of goods and services request forms;
• facilitates the procurement documents and information flow;
• communicates with the Energy & Climate Cluster Finance/Admin/Procurement team;
• communicates with suppliers of goods and services;
• coordinates delivery of goods and services;
• processes invoices and other financial documentation before handing it over to the DVs;
• supports the DVs during the preparation for internal controls and audits;
• supports the DVs and Project Advisors in the establishment and financial management of large volume Grant Agreements.

4. Other duties / additional tasks

The Junior Administrative Specialist:

• keep themselves updated about the regulations of the GIZ within the scope of their activities;
• communicates with the Energy & Climate Cluster and Country Office about relevant tasks;
• communicates with other projects;
• performs other duties and tasks at the request of management.

Required qualifications, competences and experience:

• Bachelor’s or master’s degree (e.g. Business Administration, Economy, Political Science, Environmental Science);
• additional training or knowledge in a relevant subject (e.g. agriculture, organic agriculture, climate policy, natural resource management, sustainable land management, value chains) is of advantage;
• basic knowledge and practices of good agricultural practices, ecosystem services, integrated ecological management;
• certificate/ diploma or comparable qualification from a commercial academy (accounting);
• professional experience: at least 1-3 years` professional experience in a comparable position;
• working experience with international development cooperation.

Other knowledge, additional competences:

• very good working knowledge of ITC technologies (e-mail, MS teams);
• sound knowledge of computer applications (MS Office) and knowledge of accounting software;
• languages: mother tongue Ukrainian, fluent oral and written English, German is regarded as an asset;
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with management.

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. The contract duration is 4 years. The assignment starts as soon as 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 to Отправить резюме until COB 03 May 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.