Office Assistant

Deutsche Gesellschaft fur Internationale Zusammenarbeit (GIZ) GmbH in Kyiv is seeking for

U-LEAD | Ukraine - Local Empowerment, Accountability and Development Programme

a qualified staff member to fill the position of a

Office Assistant

to work in Kyiv 100%

The Office Assistant will join the Monitoring and Communications Team within the U-LEAD Directorate. This team is steering and advising on monitoring and reporting the Programme's activities and results, managing the results-oriented monitoring database, ensuring compliance with visibility requirements and U-LEAD visibility in all media sources, as well as internal and external Programme and reform communication. The team works with all U-LEAD units and teams, including the 24 regional offices of the Programme in all 24 oblasts of Ukraine. It further coordinates its work with national ministries, media representatives, EU Delegation to Ukraine, Embassies etc.

U-LEAD with Europe is a multi-donor programme of the European Union and its Member States Denmark, Estonia, Germany, Poland and Sweden. It supports the Ukrainian government in implementing the decentralisation and regional policy reforms and empowers municipalities to fulfil their new tasks and functions for the benefit of local citizens.

Responsibilities

• Ensure the daily office work runs smoothly (coordination and logistics of meetings of the different staff members, documentation and filing, internet research, correspondence)
• Assist in travel management and accounting for the unit members in coordination with the logistics unit of the programme (planning, hotel bookings, preparation of all relevant documents etc.)
• Accompany the unit members during meetings to take minutes or to assist during presentations
• Organise and coordinate appointments for the unit members
• Manage incoming and outgoing correspondence (post, fax, email)
• Assist in managing and organising events, meetings, workshops and seminars, including assistance in procurement procedures
• Carry out background research and present findings
• Assist team members in tasks with regard to visibility, RBM and knowledge management
• Coordinate and monitor schedules
• Coordinate the procurement and management of visibility material
• Draft routine letters or reports
• Answer routine questions and obtain needed information for the unit members
• Arrange/accept meetings and telephone calls
• Arrange and maintain contact data base
• Interpret and translate occasionally as required
• Prepare and organise information materials for the programme
• Support in other administrative tasks as requested by the Team Leader and other team members
• Manage different logistics and facility tasks (office, equipment, inventory)
• Closely cooperate with the Programme's administration, the GIZ Country Office and other project offices in Ukraine
• Comply with GIZ rules and standards

Qualification

• Vocational administrative or commercial degree or equivalent
• At least 4 years relevant work experience in a similar position
• Very good knowledge of English; Ukrainian native level required; knowledge of German is an asset
• Outstanding organisational and time management skills, ability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines and maintain a high quality of work
• Very good computer skills and proficiency in the Microsoft Office Package
• Work experience with GIZ and/or other international organisations is an asset

Personal competences

• Reliability, confidentiality, flexibility and stress resistance
• High degree of loyalty, self-organisation and motivation
• Team player with intercultural communication skills and service-oriented attitude
• Willingness to upskill as required by the tasks to be performed
• Readiness for occasional business trips to different project locations within Ukraine
• Ability to stay productive in an open office environment

Assignment:

Starting as soon as possible. Full-time position with 40-hours working week. The contract duration is until the end of June 2020. Prolongation possible.

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

We are looking forward to your application in English or German, comprising your CV and a cover letter explaining your motivation to apply for the job until 26th of January 2020