Вакансія: Junior Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the Regional Programme “Capacity Development for climate policy in the countries of Southeast, Eastern Europe, the South Caucasus and Central Asia, Phase III” in Ukraine to fill the position of

Junior Administrative Specialist (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

Background / Project Scope:

Within the framework of the International Climate Initiative (IKI), the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH implements the regional programme “Capacity Development for Climate Policy in the Countries of Southeast, Eastern Europe, the South Caucasus and Central Asia, Phase III” (CDCPIII). The Programme is commissioned by the German Federal Ministry for Economic Affairs and Climate Action (BMWK). The regional project supports the development of processes, methodologies, and instruments for long-term decarbonization planning and the integration into national targets to fight climate change while also achieving economic transformation targets. It strengthens the capacities of public decision-makers and institutions for the application of necessary integrated and inter-institutional planning processes.

In Ukraine, CDCPIII supports the Government of Ukraine in setting up the Ukrainian Climate Office.

RESPONSIBILITIES 

1.Administrative Support – 60%

Responsibilities:

• ensuring good communication and flow of information with related projects, with the GIZ Office Ukraine and the GIZ Head Office as well as with the partner organizations;
• filing documents in reference files or in the Data Management System (DMS) in line with GIZ’s filing rules;
• assisting the principal manager/advisor in his/her administrative tasks (e.g., procuring tickets, venue management);
• support with contracting local and international consultants;
• knowledge management, transfer, and outreach;
• preparing draft routine correspondence, general briefing notes, documents, translations and minutes of meetings when requested;

Tasks:

1. Secretariat work and services

• replying to and looking after correspondence (email, MS Teams);
• preparing and organising information materials as needed;
• ensuring flow of information within the project and with the GIZ office;
• help with organising events and documenting meetings, workshops and seminars within or outside the project, preparing meeting protocols;
• preparing necessary documents (service requests, offers, invoices and etc.) required for contracting consultants, venues, contractors;
• help with preparing visitor programmes, drawing up travel schedules, organising transport of visitors and making hotel and ticket reservations;
• participating in internal and external (team) meetings and workshops and assisting with documenting these, e. g. by writing minutes;
• photocopying and scaning documents as needed.

2. Office coordination, office management and general coordination

• drawing up a list of forthcoming meetings and events;
• reporting damage/defects in office furnishings and equipment to project management and organising and following up on maintenance and repair;
• performing procurements as needed and being responsible for the inventory documentation.

3. Administration and knowledge management

• being familiar with and regularly updating your knowledge on GIZ Processes and Rules (P+R) e.g. via meetings with the Country office / the Administration;
• help to create and maintain a filing system for the office or projects, treating information confidentially, specifically in the areas of personnel and finance;
• updating the filing system with incoming and outgoing correspondence;
• ensuring the documentation of project-related information in DMS;
• being responsible for maintaining the relevant MS Teams channels for communication within the project and with the rest of GIZ.

2. Technical Support – 40%

Responsibilities:

• providing technical support and ad-hoc advice;
• supporting the design, preparation and implementation of workshops, seminars and other events;
• support with PR work;
• support the collection and analysis of background data for the projects’ work;
• supporting the collection of information and data in-country necessary for planning and implementing project activities.

Tasks:

1. Content-wise support

• assisting with implementation of the programme plans and activities;
• providing technical guidance for partners and other stakeholders;
• assisting in researching relevant external consultants, assisting with drawing up TORs for local and international consultants, checking the factual accuracy of invoices and reports;
• assisting with the design, preparation and implementation of workshops, seminars and other events on issues connected with the programme’s area of activity, participating in elaboration of concept notes;
• support programme management with the update of information on programme monitoring, assisting with general project development, quality management, evaluation, communication, and documentation;
• supporting MEPR and GIZ in liaison with key stakeholders on the local and national level as needed and at the request of the management.

2. Networking, cooperation and knowledge management

• assisting with cooperation, regular contact, and dialogue with partners;
• assisting with PR work, preparing posts and press-releases for GIZ internal and external portals, German Embassy, and partner websites/social media;
• assisting with preparation, documentation, and dissemination of results of activities and studies and of learning processes, support in knowledge management;

• support to the project team in monitoring of project activities.

REQUIRED QUALIFICATIONS, COMPETENCES AND EXPERIENCE:

• minimum Bachelor’s Degree in Environment, Social Science, Management, Development Studies, International Relations, or related fields;
• working experience in similar position;
• working experience in international context or with development partners is an asset;
• basic understanding of technical assistance specifics in a local context in Ukraine;
• English (B2 or higher), native in Ukrainian; 
• excellent communication skills;
• willingness to work flexibly and self-motivated in a team, which is in the starting phase;
• excellent proficiency in MS Office, and similar digital tools;
• willingness and interest to learn.

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. Place of assignment is Kyiv. The contract duration is until end of June 2024 (with possibility of extension). Starting as soon as 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 COB 27 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.