Вакансія: Junior Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is seeking for the programme U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme Phase II (U-LEAD with Europe II) a qualified staff member to fill the position of an

Junior Administrative Specialist (Kyiv, full-time)

(internal SAP code: Junior Administrative Specialist)

Since 2016, the Multi-Donor Programme U-LEAD with Europe II, supported by the European Union and its Member States  Germany, Denmark, Slovenia and Poland, has been supporting successive governments in Ukraine to empower local self-government (LSG) by merging over 11,000 towns, settlements and villages into 1,470 more effective hromadas, decentralising resources and powers in key sectors (education, healthcare, social services, etc.), and enabling social and economic development. With its nationwide systematised approach to capacity building delivered through 24 regional offices in all regions of Ukraine, the Programme has made a key contribution to the consolidation of the newly-merged municipalities and to making the decentralisation reform happen as well as making it work. U-LEAD with Europe continues to support and strengthen the capacities of Ukrainian municipalities during the ongoing war within Ukraine’s recovery, reconstruction and resilience, within the context of the continuing reform as well as Ukraine’s EU accession process and focusing particularly on the essential role of LSG within this context. U-LEAD is part of GIZ’s MLG Cluster in Ukraine.

The office manager will support the MLG Directorate Office (MLG-DO) that is part of the “MLG-Directorate”. The MLG-DO is inter alia responsible for supporting the Directorate/Programme Director and MLG Cluster Coordinator in administrative tasks regarding the planning and steering of U-LEAD with Europe’s implementation, the communication with donors, partners, cooperating relevant donor-funded technical assistance projects as well as the other units of the Programme and U-LEAD staff members. The office manager will be responsible for the fulfilment of such administrative task to support the Programme Director to focus on his managerial tasks and to contribute to the Directorate’s smooth operation at peak performance.

Responsibilities:

• Comprehensive support in time management of the Programme Director: Schedule planning, coordination of meetings and logistics, documentation and filing, internet research, managing incoming and outgoing correspondence (post, fax, email), reply to routine questions and obtain needed information for the Programme Director and other colleagues from different Programme Units.
• Ensuring up-to-date calendar, structuring official correspondence, requests for appointments, overview/monitoring and reminders of upcoming deadlines, keeping updated list of forthcoming meetings, events etc. and maintain contact data base; logistical support including photocopies and scans, coordinate purchase of office material, arrange/accept meetings, telephone calls and other administrative tasks.
• Assisting in the organisation of events in Ukraine and abroad (remotely), meetings on MS Teams, workshops, conferences logistically, through background research, preparation of information material, assisting by taking notes in meetings as well as translation occasionally if required.
• Dedicated support in the preparation and conduct of high-level events and missions on Programme level in the House of Decentralisation with a necessity to coordinate inputs from various units.
• Assisting in travel management and accounting in coordination with the management unit of the programme (planning, hotel bookings, preparation of all relevant documents etc.).
• Coordinating and planning among all units and teams of U-LEAD the signatures on administrative documents according to the organisation processes of U-LEAD and signature regulations.
• Ensuring the daily work runs smoothly at peak performance.
• Closely cooperate with the programme’s administration, the GIZ Country Office and other project offices in Ukraine; comply with GIZ rules and standards.

Qualifications:

• University degree in business administration or equivalent.
• Very good knowledge of English (written and spoken); Ukrainian native level required.
• Previous experience in provision of services is an asset.
• Good computer skills including Microsoft Office Package.

Personal competences:

• 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.
• Reliability, confidentiality, flexibility and stress resistance.
• High degree of loyalty, self-organisation and motivation.
• Team player with intercultural communication skills and service-oriented attitude.
• 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.
• This position is assigned to Band 3 and is a full-time position.

Assignment

The assignment starts as soon as possible.  Full-time position with 40-hours working week. For now, the contract duration is till the end of December 2024.

GIZ is an equal opportunity employer and offers an attractive 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 15.01.2024, 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.