Вакансія: Junior Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH in Ukraine is seeking for the program “U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme a qualified professional to fill the position of an

Junior Administrative Specialist (full time, Zaporizhzhia)

(internal SAP code: Junior Administrative Specialist)

“U-LEAD with Europe: Ukraine – Local Empowerment, Accountability and Development Programme” is a multi-donor action of the European Union and its member states Germany, Sweden, Denmark, Poland, Estonia and Slovenia which supports the efforts of the Ukrainian government in the area of decentralisation and regional development, as a top priority on its political agenda. The reform aims at promoting a viable and empowered local self-government (LSG) and thus bringing a positive change to people’s lives. Its success was acknowledged by the European Commission which recognised decentralisation in its Opinion on Ukraine’s application for European Union (EU) membership as “one of the most impactful and successful reforms implemented in the country”.

Building new and strong Ukraine with the atmosphere of integrity and transparency is among the priorities of Ukrainian Government. Martial law and humanitarian aid distribution in Ukraine exposed a line of challenges to be addressed to minimise corruption risks. It needs to be assured that arriving aid is managed in a proper and adequate manner, as well as to secure transparency of the procedures and their compliance with the law.

Investments planned by EU and further development of Ukraine after the war will require transparent mechanisms of their distribution both on national and local levels. The massive financial support envisaged for reconstruction intends to support the country to build itself back better and to introduce reforms in ‘rule of law, anti-corruption and anti-fraud, as well as good governance’ that further constitute essential conditions of EU membership. The need for integrity and transparency is evident, especially within the context of public procurement and financial management, in the interest of attracting investment for reconstruction.

Responsibilities:

• Organisation of various types of events in the respective oblast, including participant management and logistics;
• Keeping track of events’ and finances, including preparation of service requests and reports;
• Accurate entry of data of the respective oblast into the U-LEAD with Europe Programme’s data management infrastructure (DMI) according to guidelines;
• Office management, inventory, control of on-site assets;
• Documents’ reception, management, filing.

Tasks:

• Managing invitations for events organized by the Regional Office, checking the planned attendance, making participant lists, informing participants about event details, managing participants’ queries, acting as the host during the events, distributing and collecting filled in standardized evaluation forms;
• Following personal data protection rules during handling of participant lists and entry of personal data into U-DATA;
• Support with management of participants at U-LEARN;
• Support with the preparation of presentations for the organized events;
• Organizing events’ logistics, including catering, accommodation, participants travel. Support the Programme in all organizational aspects in the respective oblast;
• Preparing service requests in cooperation with the person responsible for the preparation of the procurement. Performing market research;
• Implementing or assisting the PMU in the implementation of the established procurement and contracting procedures, ensuring U-LEAD branding and visibility compliance;
• Collecting invoices and performance reports (including participant lists) following the deadlines. Pre-checking and pre-processing the invoices for future management by the PMU;
• Coordinating activities related to administrative processes in the Programme operations;
• Assisting with cash coordination in Regional Office;
• Filing event/related documents, making digital copy of files;
• Contributing to costs monitoring;
• Entering data related to events, participants, trainers and further data into U-DATA along with all supporting documents (agendas, reports, photos, standardized evaluation forms, etc). Coordinating with the head of the Regional Office, policy advisers and STEs to ensure the quality and accuracy of data entered into the U-DATA, including the entry of all planned events (MAP) a month in advance;
• Regularly checking and updating the U-DATA Important Events in the respective oblast, reporting them timely to U-LEAD;
• Ensuring office management, control of on-site assets, assisting in inventory of the assets;
• Ensuring documents’ reception, processing and filing;
• Acting as the Security Focal Point for the Regional Office;
• Communicating regularly with local services providers;
• Communicating and cooperating effectively with the colleagues in the Regional Office, the U-LEAD team as well as from other Regional Offices and other GIZ projects in Ukraine;
• Ensuring discreet behaviour vis-a-vis third parties in all internal matters;
• Communicating and reporting regularly to the Head of Regional Office;
• Support the implementation of other project activities and other assigned tasks;
• Participating in trainings related to the needs of the assigned function and the associated obligations.

Required qualifications, competences and experience:

• Bachelor’s Degree or equivalent;
• At least 3 years’ work experience in event management, office management or related fields;
• Strong organizational and planning skills;
• Knowledge of bookkeeping is an asset;
• Ability to work under pressure;
• Customer and service-oriented attitude;
• Strong team player;
• Very good Ukrainian language skills. Very good knowledge of English;
• Very good computer skills (MS Office Suite, Excel, Powerpoint etc.).

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. Duty station in Zaporizhzhia. Starting as soon as possible. The contract duration is until the end of December 2023, although this may be subject to extension.

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 05 July, 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.