Молодший /-а адміністративний/-а спеціаліст/-ка

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking qualified professionals for the project “Utilization and implementation of the Association agreement between the EU and Ukraine in the field of trade/ EU4Business: SME Competitiveness and Internationalisation” (hereafter “Project”) for its office in Kyiv to fill the positions of the

 Junior Administrative Professional (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

The project funded by the German government and the European Union is to enhance Ukrainian SME’s competitiveness and to facilitate their access to the European Union’s (EU) internal market. A special emphasis is put on strengthening the capacities of Ukrainian SMEs to comply with the EU-Ukraine Deep and Comprehensive Free Trade Agreement (DCFTA). The project pursues a multi-level, multi-actor approach, intervening on different levels and with different organisations. On the macro level Ukrainian ministries (e.g. Ministry of Economy of Ukraine, Ministry of Digital Transformation) and state entities such as the Entrepreneurship and Export Promotion Office (EEPO) are being supported. On the meso-level, SME clusters with export potential are being strengthened in their capacities, as well as Business intermediary organisations (BIOs) and other export-oriented service providers. In addition, cities in the range of 100.000 to 250.000 citizens are being promoted by supporting relevant authorities in their efforts to strengthen the local economic ecosystem and the local SME landscape. On the micro level, the project supports small and medium-sized enterprises (SMEs) directly by capacitating them for exporting to the EU.

Junior Administrative Professional is expected to support SMEs and BIOs as well as cooperate closely with other project components and:

• Ensures smooth daily office procedures and accomplishment of tasks of the regional office;
• Ensures coordination and thorough preparation of meetings, various types of activities (online/offline) in the field of SME Promotion, including participant management and logistics in collaboration with regional coordinators ;
• Assists in travel and event management upon request by regional coordinators;
• Assists in internal and external communication and correspondence upon request by regional coordinators;
• Independently coordinates the purchase of office material and supplies, mission documentation etc;
• Pre-checks financial reports from the partner organisations;
• Contributes to the project communication, procurement, and data management in collaboration with the regional coordinators;
• Takes responsibility for data management with regard to M&E data upon request;
• Contributes to planning, monitoring and evaluation as well as reporting in collaboration with the M&E advisor of the Program and guided by the program management.

The Junior Administrative Professional is responsible for:

Event-management:

• Organises events’ (including online using IT tools and programmes) logistics, catering, accommodation, participants travel;
• Supports the Project in all organisational aspects in the area of responsibility of the regional hub;
• Manages events organised by the partner organisations, checks the planned attendance, participant lists, standardised evaluation forms.

Managing the Data management infrastructure for M&E purposes:

• Enters data related to events, participants, trainers, and further data into the M&E system along with all supporting documents (agendas, reports, photos, standardised evaluation forms, etc);
• Regularly checks and updates the M&E Systems Important Events in the area of the responsibility of the hub, reporting them timely to the management of the Project (M&E);
• Follows personal data protection rules during handling of participant lists and entry of personal data into DMI;
• Contributes to the development of forms for data collection and analysis.

Office and financial-related:

• Ensures office management, control of on-site assets, assists in inventory of the assets;
• Ensures documents’ reception, processing, filing, and translating some of them into English;
• Collects invoices and performance reports (including participant lists) following the deadlines;
• Pre-checks and pre-processes the invoices for future management by the Project Service Unit (PSU);
• Communicates regularly with local services providers on office supply needs;
• Assists in the Local Subsidies/Grant Agreements implementation, communicate to partners, pre-checking financial reports;
• Implements or assists the in the implementation of the established procurement and contracting procedures;
• Contributes to costs monitoring;
• File’s event/related documents makes digital copy of files;
• Acts as the Security Focal Point for the Regional Office;
• Communicates and cooperates effectively with the colleagues in the Project and other GIZ projects in Ukraine;
• Ensures discreet behaviour vis-a-vis third parties in all internal matters;
• Reports regularly to the Regional Coordinator.

Required qualifications and experience:

• Reliability, confidentiality, flexibility and stress resistance;
• Strong organisational and planning skills;
• Ability to work under pressure;
• Customer and service-oriented attitude;
• Good communication and negotiation skills;
• Strong team player;
• Very good Ukrainian language skills. Good knowledge of English;
• Very good computer skills (MS Office Suite, Excel, PowerPoint etc);
• High degree of loyalty, self-organization;
• Willingness to upskill as required by the tasks to be performed.

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 until the end of March 2024. Place of assignment is Kyiv. Some travel within Ukraine could be 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 [email protected] until  15 February, 2023, Wednesday.

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. The shortlisted candidates may be offered the task to complete to check the level of their proficiency and written English.