Вакансія: Junior Administrative Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking qualified professionals for the projects “Utilization and implementation of the association agreement between the EU and Ukraine in the field of trade” and “Implementation of the IPPC ePhyto solution in Ukraine” (hereafter “Projects”) for its office in Kyiv to fill the position of the

Junior Administrative Specialist (full-time, Kyiv)

(internal SAP code: Junior Administrative Specialist)

The project “Utilization and implementation of the Association Agreement between the EU and Ukraine in the field of trade / EU4Business” improves resilience and competitiveness of Ukrainian enterprises, especially in view of the aspired EU accession. It pursues a multi-level approach. At the macro level, trade-related issues in the EU accession process and the implementation of the EU Free Trade Agreement are supported through policy advice and complementary procurement and financing. At the meso level, the business environment for small and medium enterprises (SME) is strengthened, especially through advisory services. Industrial associations and business clusters receive special support. In addition, local business support systems are being strengthened on a pilot basis by means of financing. At the enterprise level, the resilience and innovative capacity of SMEs are supported through financing and expert advice.

The project “Implementation of the IPPC ePhyto solution in Ukraine” supports Ukraine to bring phytosanitary certification into the digital era. The ePhyto Solution allows countries to electronically exchange electronic phytosanitary certificates (ePhytos) with each other through a central hub, quickly, accurately and at low cost and thus reduces administrative barriers to trade and makes export easier. The project intends to support and create the technical and organisational conditions to connect Ukraine to the international ePhyto hub.

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 Projects.

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;
• assisting in the implementation financing agreements, communicating with partners, pre-checking financial reports;
• 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:

Qualifications

• university degree in relevant specialisation and qualification in business administration desirable (equivalent of BA or MBA). 

Professional experience

• at least 3 years’ professional experience in a comparable position.

Other knowledge, additional competences

• 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. 

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. Start date – as soon as possible. Contract duration is until July, 2025.

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 10 August 2023, Thursday. 

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.