Адміністратор/ка рецепції (повний робочий день, Київ)

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is looking for a qualified professional for the projects within Resilient Society Cluster  to fill the position of the

 Receptionist (full-time, Kyiv)

(Internal SAP code: Receptionist)

 The projects are funded by the German Federal Ministry for Economic Cooperation and Development (BMZ), co- funded by the European Union (EU) and are implemented by GIZ. While the Program planned to especially cooperate with the Eastern Regions of Kharkiv, Chernihiv, Dnipro, Kherson, Mykolaiv, Odesa, Zaporizhzhya, Sumy, Donetsk and Luhansk (GCA), it is now as a direct answer to the Russian Invasion gradually expanding its activities geographically wise; thus supporting activities all over Ukraine. The overall aim is improving the quality of social, medical and administrative services and their accessibility, in particular with respect to the needs of vulnerable population groups. For that purpose, the project will coordinate and cooperate with a broad range of local/national and international partners and stakeholders.

 Key responsibilities and Tasks:

• Meets and greets RSC (Resilient Society Cluster) visitors and guests:
• operates the entrances, as well as the answering machine appropriately;
• collects information on visitors and informs Business Center’ security accordingly;
• welcomes visitors and guests at the reception area and provides requested information and support to them.
• Answers incoming phone calls:
• answers phone calls and messages in a professional manner and collects information to be redirected to the relevant staff.
• Registers  incoming and outgoing invoices and other documents:
• registers all incoming and outgoing invoices and related documents according to the established rules;
• combines invoices together with acts of acceptance and timesheets, other supporting documents;
• translates invoices and supporting documents where appropriate
• Supervises courier services:
• ensures accurate registering of all incoming and outgoing mail;
• receives, sorts and distributes all incoming mail, letters, parcels;
• organizes the deliveries of different types of materials and goods to Kyiv and Regional Offices (ROs);
• ensures accurate filling in of all required documents for sending valuable deliveries;
• liaises with courier services providers on all ongoing related questions;
• provides support and guidance to Administrative Officers and other staff in ROs on courier services matters
• checks for accuracy and correctness monthly courier services invoices and splits them as per PNs;
• collects statistics on monthly costs on courier services.
• Supervises stationery and other office goods procurement
• tracks the stock of stationery and household goods, water and grocery items for RSC needs;
• initiates purchase of needed amount of goods for RSC;
• ensures accurate registering of purchased and distributed goods in respective registers;
• liaises with the respective providers on all ongoing related questions
• participates in procurement-related processes (conducts market research, provides supplier choice justification, prepares cost calculation, etc.);
• Supports office work, provides assistance to RSC staff:
• ensures creation and regular update of lists of office visits/contacts/ addresses/ birthdays/ etc.;
• books meeting rooms upon request and assists in the preparation of the meeting rooms;
• drafts business letters, emails when required;
• manages the availability of periodicals at the reception area (if and when needed).
• Complies with GIZ P+R, Code of Conduct, GIZ Vision and mission.

 Required qualifications, professional experience and personal competences:

• Higher education
• excellent command of English and Ukrainian.
• At least 1-2 years of professional experience in a comparable position in an international environment;
• experience with courier services and purchase of goods is a must;
• basic understanding of payment documents (for goods and services) is a must.
• Neat and professional appearance, polite approach in dealing with visitors and staff in RSC;
• responsible approach to daily tasks;
• team player with intercultural communication skills, customer and service-oriented attitude;
• strong attention to details and ability to work with numbers
• ability to multitask;
• readiness to provide solutions within the area of responsibility;
• good working knowledge of computer applications and IT technologies (MS Office, phone, email, internet, technical equipment for meetings and conferences, etc.);
• willingness to upskill as required by the tasks to be performed – corresponding measures are agreed with superior.

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 flexible and remote work (depending on projects’ needs up to 10 days a month within Ukrainian border).
• Meaningful and valuable work, international environment.

Employment conditions:

 Full-time position with 40-hours working week. Place of assignment is Kyiv. Starting as soon as possible. The contract duration will be 12 months with the possibility of prolongation.

 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 [email protected]  until COB 06 January 2026, Tuesday. Only shortlisted candidates will be contacted for the next stages of the recruitment process.

 Candidates are requested to submit their documents with the following title:

• Surname Name_CV
• Surname Name_Cover letter

By sending the application you give the consent for the personal data processing for recruitment processes solely according to GIZ data privacy regulations. You can familiarize yourself with these regulations by the link Data protection | GIZ