Асистент (Програма U-LEAD з Європою, GIZ)

For U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme we are looking for an Office Assistant to Capacity Development Unit (full time, 100%) to work in Kyiv.

In the last few years, Ukraine has launched an ambitious decentralisation reform, which reshapes the relations between the national, regional and local levels of public administration and promotes capacity building (CD) at all levels. The Ministry of Regional Development, Construction, Housing and Municipal Services (MinRegion) is responsible for the overall implementation of this reform process. A Central Reform Office coordinates the implementation of the reform process in close cooperation with 24 Regional Centres of the Local Self Government Development Centre represented in all Ukrainian Oblasts. The Programme provides substantial support to the reform process on all governmental and administrative levels and to its harmonisation with other national reforms.

The Office Assistant will join the CD unit of the programme and will report to a senior advisor or to the CD unit team leader. The CD unit works closely with the MinRegion, other line ministries, public authorities and training institutions both in Ukraine and abroad to promote the decentralisation reform with a particular focus on CD in the public sector (e.g. training and other educational measures, training modules and curricula, training of trainers, knowledge exchange platforms, manuals and guidebooks, training institutions’ development, educational strategies) Thereby, the CD unit addresses the development of persons, institutions, networks, overall strategies and policies. As the programme’s structures are still in the process of establishment, the assignment offers distinct chances to contribute to new strategies and projects. At the same time, it requires a high degree of flexibility to adapt to changing tasks and structures.

The main areas of responsibility include:

• Ensure the daily office work runs smoothly (coordination of meetings of the different staff members, documentation and filing, internet research, correspondence)
• Assist in travel management and accounting in coordination with the management unit of the programme (planning, hotel bookings, preparation of all relevant documents etc.)
• Accompany the Head of Unit (HoU) and other unit members during meetings to take notes or to assist during presentations
• Organise and coordinate appointments for the HoU
• Manage incoming and outgoing correspondence (post, fax, email)
• Assist in organising events, meetings, workshops and seminars
• Support the organizational preparation, implementation and monitoring of local subsidies and other contracts
• Make photocopies and scan documents
• Carry out occasionally background research and present findings
• Draw up a list of forthcoming meetings and events
• Coordinate and monitor schedules
• Coordinate purchase of office material etc.
• Draft routine letters or reports
• Answer routine questions and obtain needed information for the HoU and other team 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 programme
• Support in other administrative tasks as requested by the HoU 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

Qualifications:

• Vocational administrative or commercial degree or equivalent
• At least 2 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
• Experience in book keeping
• Reliability, confidentiality, flexibility and stress resistance
• High degree of loyalty, self-organization and motivation
• Team player with intercultural communication skills and service-oriented attitude
• Good computer skills including Microsoft Office Package
• Work experience with GIZ and/or other international organisations is an asset
• Willingness to upskill as required by the tasks to be performed
• Readiness for occasional business trips to different project locations within Ukraine

Assignment:

The assignment starts as soon as possible. The contract duration is until the end of December 2019. 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 by e-mail comprising your CV and a cover letter explaining your motivation to apply for the job until Tuesday, 1 August 2017 in English. Please send your application to [email protected] indicating the job title in the subject line.