Вакансія: Junior Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the project “Support to the establishment of an ETS in Ukraine”to fill the position:

Junior Administrative Specialist (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

GIZ ETS Project supports the Government of Ukraine represented by the Ministry of Environmental Protection and Natural Resources of Ukraine (MEPR) in developing and introducing an emission trading scheme (ETS), similar or equivalent to an emission trading scheme of EU (EU ETS). GIZ support is mainly focused on the national level and involves intensive cooperation with MEPR on various topics. GIZ will continue to provide this support for next 3 years. The Project shall deliver its assistance in 5 main areas: (1) capacity development of the authority responsible for implementation of an ETS; (2) development of digital tool to process data of ETS participants; (3) recommendations for establishing a “cap” for Ukrainian ETS; (4) recommendations for allowance allocation rules and (5) assistance in development and implementation of ETS pilot phase. As in June 2022 Ukraine received a status of EU candidate country and has an ambitious goal to become a member of EU in the nearest future, the assistance of the project shall be mainly guided by relevant EU experience, approaches and procedures. The project opens a full-time position for a Junior Administrative Specialist to support project implementation on the daily basis. This position of Junior Administrative Specialist foresees implementation of functions listed below.

Key responsibilities:

• Ensuring smooth daily office procedures and supporting accomplishment of tasks of the Projects;
• Providing administrative support for the Projects;
• Meeting the administrative needs of the office with a minimum of intervention;
• Ensuring that financial and administrative regulations are complied with;
• Planning and organizing (administratively) of internal and external events of the Projects (online/offline);
• Assisting in travel management;
• Supporting monitoring and evaluation of the Project.

Tasks:

1. Coordination

• Ensuring that information is exchanged between project staff, partners and other institutions;
• Preparing and organizing internal and external meetings/ workshops/ conferences;
• Organizing events or supporting events organised by partner organisations, checking the planned attendance, participant lists, standardised evaluation forms;
• Communicating and cooperating effectively with the colleagues in the Projects and other GIZ projects in Ukraine;
• Ensuring discreet behaviour towards third parties in all internal matters;
• Reporting regularly to the superior.

2. Administration

• To be responsible for organising administrative and logistical aspects of project activities (meetings, workshops etc.);
• Implementing or assisting the project coordinators in the implementation of procurement and contracting procedures for goods and services;
• Ensuring that office equipment functions properly;
• Ensuring documents’ reception, processing, creation of digital copies, filing, and translating some of them into English;
• Filing documents according GIZ internal filing rules;
• Keeping track of ongoing multiple contracts duration periods, delivery and reporting of results and payment schedule;
• Assisting in travel management of project staff and project partners.

3. Finance and Accounting and Monitoring and Evaluation (M&E)

• Help with preparation of Projects’ operational and budget planning;
• Contributing to costs monitoring;
• Collecting invoices and performance reports (including participant lists) keeping track of the deadlines;
• Pre-checking and pre-processing invoices for future management by the Service Unit;
• Checking travel expense statements of staff for approval by the superior;
• Supporting the M&E team as needed;
• Regularly checking and updating the M&E Systems important Events, reporting them timely to the management of the Projects;
• Entering 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.);
• Following personal data protection rules during handling of participant lists and entry of personal data into monitoring systems.

Required qualifications, competences and experience:

• University degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA);
• At least 3 years’ professional experience in a comparable position;
• Very good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office, Excel, PowerPoint, MS Teams, etc.);
• Business fluent in Ukrainian and English, knowledge of German is an advantage;
• In-depth understanding of organization of administrative planning, event planning and organization of workshops;
• Broad experience of management and administration support;
• Willingness to upskill as required by the tasks to be performed – corresponding measures as agreed with the management;
• Reliability, confidentiality, flexibility and stress resistance;
• Strong organisational and planning skills;
• Ability to work under time pressure;
• Customer and service-oriented attitude;
• Good communication and negotiation skills;
• Strong team player;
• High degree of loyalty, self-organization;
• Excellent time 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 until July, 2026. Place of assignment is Kyiv. Business trips (abroad) and to various regions within Ukraine are to be expected in accordance with project requirement and according to security regulations.

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 COB 13 November, 2023, Monday.

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.